Senior Executive Secretary to Chairman - Conglomerate

We are looking for a Senior Executive Secretary- Chairman for our client which is a multinational conglomerate in the League of Fortune 500. They have over 120,000 employees, belonging to 42 nationalities. More than 50 per cent of their revenues flow from their overseas operations spanning 36 countries.

Role Requirements :

- Should have assisted as a secretary to high profile business people.

- Willingness to be flexible on work timings and workdays.

- Proficient in MS Office and ERP.

- Familiarity with basic reach and time management skills.

- Outstanding communication and interpersonal skills.

Responsibilities :

- Maintain the executive's agenda with full Secretarial support to the reporting & the Team.

- Maintain travel arrangements, organising conference calls as and when required. Ensure efficient and effective secretarial back up.

- Calendar Management and planning the appointments, board meetings and conferences.

- Maintain and managing tracker to remind the reporting of various commitments with respect to the Team, Clients & Events.

- Ensure adherence to various deadlines by active follow ups with internal staff and external entities.

- Maintain strict confidentiality of documents, correspondence, reports & information, screening telephone calls.

- Record Keeping: Electronic or Documents

- Panning detailed Itinerary (Raising TRF, Ticket booking, surface transportation, hotel, Visa & forex arrangements).

- Settlement of Forex and expense of International trips. Maintaining mileage details of different Airlines. Suggest cost effective and optimal travel solutions to Travel Desk/Hospitality Team.

- Guest Relations - Provide Client hospitality & assist them in a professional and courteous manner organize meetings & lunches etc as & when required.

- To understand any business or legal issues in coordination with concern heads and highlight the bottlenecks if any.

- Interface with internal teams.

- Monitoring & processing invoices, track payments of expenses, coordinate with Finance/ Corporate admin team and facilities team on pending payments.

- Clearance of official bills - mobile, cash vouchers, petrol bills, medical bills, travel bills on monthly basis. Personal bills - credit card payments, bank & other personal payments, issuance of cheques etc & timely payments thereafter.

- Co-ordination with the team, getting team's vouchers, bills, organise team lunches, team meetings and celebrations.

- Conduct research and prepare presentations or reports as assigned.