Secretary - Head of Group Comms
2 days ago
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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