What are the Key Deliverables in this role?

Financial Outcomes

• Business & Office Operations
  • Oversee day-to-day operations of the executive's office, including office supplies inventory, expense tracking, and other administrative duties as required including IT enabling services support.
• Travel & Expense Management
  • Arrange complex and detailed travel plans, itineraries, and agendas for domestic and international trips, ensuring efficiency and cost-effectiveness.

Customer Service

• Business Communication
  • Organizing and coordinating external communication with clients, partners, and associates.
  • Provide comprehensive administrative support, including drafting correspondence, preparing reports, and maintaining accurate records/files.
  • Serve as the primary point of contact for the executive, screening and prioritizing incoming communications, emails, and phone calls.
  • Read & analyze incoming memos, submissions & reports to determine their significance and plan their distribution.

Internal Processes

• Calendar Management & Execution
  • Plan and organize meetings, conferences, and events, including preparing agendas, materials, and presentations as needed.
  • Coordinate and manage the executive's schedule, including scheduling meetings, appointments, and travel arrangements.
  • Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Act as a point of contact between MD & CEO’s office and Internal/External stakeholders.

Innovation and Learning

• Information Management (Documentation & Reports)
  • Working with the communications/HR team to maintain and develop databases and mailing lists.
  • Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects tracker, and other documents in support of business objectives for respective functions.
  • To undertake other secretarial and administrative duties as may reasonably be required from time to time.

What are the Critical success factors for the Role?

• Graduate with 8-10 years’ experience as a secretary. Good knowledge of MS Office – Word, Excel, PowerPoint.
• Tech Savvy and able to use technology as a tool for efficiency.
• Pro-active and result driven. Good verbal and written communication skills.
• Strong interpersonal and negotiation skills. Ability to prioritize and multitask.
• Ability to get work done without authority.

What are the Desirable success factors for the Role?

• Experience around managing Senior executive members in a fast-paced organization.
• Comfortable with handling ambiguity
• Collaboration and team management, good skills in Data Analytics, to deliver key responsibilities listed out