Secretary - Head of Group Comms

Responsibilities & Key Deliverables

1. Calendar Management:

• Schedule meetings with internal and external stakeholders.
• Arrange for necessary logistics for meetings.

2. Team Coordination:

• Follow up on tasks with the team ensuring timely submission of information.
• Facilitate team-building initiatives.

3. Travel Management:

• Coordinate with the travel desk for ticketing (Domestic/International).
• Manage visa, passport renewal, and pre/post travel arrangements.

4. Expense Reimbursement:

• Complete travel reimbursements and procedures from approvals to receiving payment.
• Manage forms and processes for the release and surrender of foreign exchange.

5. Project Coordination & Functional Administrative Support:

• Provide support for internal and external communication events, campaigns, press conferences, etc.
• Coordinate with PR agency for setting up media interactions with key stakeholders.
• Manage and maintain generic email IDs for internal & external communications.
• Coordinate with internal departments (Administration, HR, Accounts, Legal).
• Systematically manage virtual and physical filing of all department-related documents.
• Liaise with vendors related to departmental agreements, payments, and meetings as required.

6. Budget & Audit Support:

• Provide input data for the annual financial budget.
• Maintain support documentation and prepare expense vs. budget variance reports.
• Prepare and maintain documentation related to the management of all internal and external audits.
• Track and maintain records related to internal compliances for the department.

Experience

5+ years of experience as a secretary supporting leadership position.

Industry Preferred

Qualifications

Graduate in any stream.

Proficiency with MS Office, SAP, and other relevant software.

General Requirements

• Prioritization skills.
• Strong interpersonal and communication skills.
• Collaborative mindset.
• Problem-solving abilities.
• Executive management skills.
• Meticulous attention to detail.
• Poised under pressure.
• Tech-savvy and efficiency-focused.

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