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.
