Secretary

The position functions as an coordinator and support partner to the leader as and when the situation demands.

Kindly find below a comprehensive list of roles and responsibilities:

• Executive Calendar and Time Management
• Manage the leader's complex and dynamic calendar across multiple businesses.
• Prioritize meetings based on strategic importance, business impact, and urgency.
• Coordinate internal reviews, customer meetings, board discussions, leadership interactions, and external engagements.
• Eliminate scheduling conflicts and ensure optimal utilization of the leader’s time.
• Anticipate travel schedules, review cycles, and critical business events.
• Meeting Coordination and Governance
• Schedule and coordinate- Leadership reviews

Business unit reviews

Customer meetings

Board and governance meetings

Strategy discussions

Employee interactions

• Prepare agendas, pre-meeting briefs, and supporting documents.
• Capture action items and ensure follow-up with stakeholders.
• Track commitments and monitor closure of actions.
• Communication Management
• Screen emails, calls, and meeting requests.
• Prioritize communications requiring executive attention.
• Draft and review- Business correspondence

Leadership communications

Customer communications

Internal announcements

Meeting requests and follow-ups

• Represent the leader's office professionally with internal and external stakeholders.
• Travel and Logistics Management
• Coordinate domestic and international travel.
• Manage flight bookings, hotel reservations, local transportation, and itineraries.
• Ensure visa, travel documents, and expense requirements are met.
• Handle last-minute changes and contingencies.
• Coordinate airport pickups, visitor access, and meeting logistics.
• Stakeholder Coordination
• Act as the single point of contact for Business heads, Customers, Corporate functions, External partners, Leadership teams.
• Coordinate between various businesses and locations.
• Board and Leadership Support
• Coordinate approvals and document circulation.
• Maintain confidentiality of sensitive materials.
• Project and Action Tracking
• Monitor key deliverables across businesses.
• Track commitments made during meetings.
• Follow up with business heads and functional teams.
• Escalate delays where required.
• Confidentiality and Governance
• Handle sensitive: HR matters, Financial information, Strategic discussions, Customer matters, Organizational decisions.
• Maintain strict confidentiality.
• Ensure compliance with company policies and data protection requirements.
• Office and Administrative Management
• Maintain organized physical and digital records.
• Manage documentation and filing systems.
• Coordinate office resources and support services.
• Ensure smooth functioning of the office.
• Employee and Leadership Engagement
• Coordinate employee roundtables.
• Support leadership communication initiatives.
• Facilitate interactions between leadership and employees.
• Visitor and Protocol Management
• Coordinate visits of – Customers, Senior leaders, Government officials, Industry partners.
• Arrange access permissions, hospitality, meeting rooms, and logistics.
• Manage protocol requirements for senior visitors.
• Strategic Support
• Provide background information and briefing notes before meetings.
• Anticipate information requirements.
• Maintain awareness of key business priorities.
• Act as a trusted advisor to the leader’s office.
• Support decision-making by ensuring timely availability of information.

Ensure the overall smooth functioning of the office activities both operational and administrative.