Executive Secretary / Executive Coordinator

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:

1. 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. 

2. 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. 

3. 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. 

4. 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. 

5. 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. 

6. Board and Leadership Support

• Coordinate approvals and document circulation. 
• Maintain confidentiality of sensitive materials. 

7. 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. 

8. 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. 

9. 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. 

10. Employee and Leadership Engagement

• Coordinate employee roundtables. 
• Support leadership communication initiatives. 
• Facilitate interactions between leadership and employees. 

11. 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. 

12. 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.