Executive Assistant

Role Summary:

We are seeking a highly organized and proactive Department Secretary to support the HoD

in managing a dynamic and fast-paced schedule. The Department Secretary will play a

critical role in ensuring seamless operations through efficient calendar, communication, and

travel management.

Key Responsibilities:

• Calendar Meeting Management

• Manage complex, ever-changing calendar; schedule and prioritize meetings,

reviews, and engagements across time zones.

• Coordinate with internal and external stakeholders for meeting logistics,

agendas, and follow-ups.

• Proactively flag scheduling conflicts and recommend solutions.

• Travel Management

• Plan, coordinate, and manage end-to-end domestic and international travel

itineraries.

• Handle visa processing, hotel bookings, transport, and agenda coordination

for trips.

• Prepare travel briefs with meeting details, background notes, and key

contacts.

• Communication &Coordination

• Act as the point of contact between the Vice President and internal/external

stakeholders.

• Draft and manage emails, presentations, and reports as required.
• Maintain confidentiality and handle sensitive information with discretion.

• Operational Support

• Prepare materials for reviews, leadership meetings, and strategy discussions.
• Track and follow up on key action items and deadlines.
• Support in organizing leadership offsites, conferences, and high-level visits.

Key Skills & Competencies:

• Strong organizational and time management skills

• Ability to manage ambiguity and prioritize effectively

• Excellent communication and stakeholder management

• High attention to detail and a proactive mindset

• Strong working knowledge of MS Outlook, Excel, PowerPoint, and travel booking

tools

• Discretion, reliability, and a calm demeanor under pressure