Executive Secretary

Secretary

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.

Responsibilities (Contd.)

5. Project Coordination & Functional Administrative Support:

• Coordinate with external agencies for setting up interactions with key stakeholders.
• Manage and maintain generic email IDs as per leader requirement.
• Coordinate with internal departments (Administration, HR, Accounts and others)
• Systematically manage virtual and physical filing of all department-related documents.
• Liaise with vendors related to departmental agreements, payments, and meetings as required.

6. Support - Budget & Audit:

• Track the lawyers bills and ensure timely payment by co-ordinating between sector and Group Legal member.
• 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 to 10 years

Qualifications

Required experience as a secretary supporting leadership position.

 

General Requirements

 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

At Mahindra and Mahindra Limited, we believe that diversity drives innovation, and inclusion is at the heart of everything we do. We are committed to cultivating a workplace where every individual feels valued, respected, and empowered to thrive.
We are proud to be an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to age, caste, race, religion, color, ethnic origin, gender identity, nationality, physical or mental disability, medical condition, sexual orientation, educational background, marital or domestic partnership status, pregnancy or childbirth, veteran status, citizenship status, ancestry, financial status, or any other personal characteristic protected by applicable law.
We actively encourage candidates from all backgrounds to apply and bring their unique perspectives to our teams. We are committed to ensuring an accessible and inclusive experience for all applicants.
Together, we rise by embracing differences and building a future that reflects the communities we serve.

Experience Level

Senior Level