Secretary - Head of Group Comms

2 days ago

Worli, Maharashtra, India Mahindra & Mahindra Ltd Full time

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.

Our commitment to Diversity, Equity, and Inclusion

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