Secretary

To provide high-quality executive, administrative, and analytical support to the Head of Shared Services Center. This role goes beyond traditional secretarial duties, requiring strong coordination, communication, analytical, and presentation skills to support ISSCs priorities and business operations.

A. Executive & Administrative Support

• Provide comprehensive administrative support to the Head of Shared Services including calendar management, call filtering, and internal/external communication.
• Manage sensitive and confidential information with absolute professionalism.
• Act as a point of contact for internal and external stakeholders with strong judgment and discretion.

A. Executive & Administrative Support

• Provide comprehensive administrative support to the Head of Shared Services including calendar management, call filtering, and internal/external communication.
• Manage sensitive and confidential information with absolute professionalism.
• Act as a point of contact for internal and external stakeholders with strong judgment and discretion.
• Organize and coordinate high-level internal and external meetings, ensuring agendas, logistics, and follow-ups are well managed.

B. Travel & Logistics Coordination

• Independently manage domestic and international travel arrangements including visa processing, ticketing, hotel bookings, and travel insurance.
• Prepare travel itineraries and ensure seamless execution with minimal disruption.

C. Business & Presentation Support

• Prepare and design impactful presentations, reports, and dashboards for internal and external meetings using PowerPoint/Google Slides.
• Perform basic data analysis using Excel/Google Sheets (including VLOOKUP, filters, pivot tables).
• Support the Head in project tracking, follow-up actions, and documentation.
• Create, maintain, and organize key documents and templates for the department.

• Assist with monthly invoice processing for the vessel as and when required, ensuring accurate coordination and timely submission.

D. Cross Departmental Coordination

• Collaborate closely with other department managers to support execution of urgent deliverables.
• Liaise with AE Group companies in India on secretarial and administrative matters to ensure alignment and timely execution.

E. Communication & Stakeholder Engagement

• Draft professional communications and correspondence on behalf of the ISSC Head.
• Proactively manage and monitor incoming emails to highlight urgent issues or delays, especially relating to the Allotment & Provision Department.