Senior Administrative Coordinator

Company Description

Alchemist Marketing & Talent Solutions is one of the largest independent communications agencies, providing integrated communication strategies tailored to various industries. Over the past 15 years, the agency has established a reputation for delivering impactful strategies aligned with clients' business goals, leading to a strong base of long-term retained clients. Alchemist has a robust portfolio in the real estate sector and expertise in creating mainline and digital communication campaigns across markets. Known for its ability to execute as a one-stop solution provider, the agency focuses on achieving tangible business results. Alchemist fosters growth and collaboration, driven by the passion and energy of its people.

Role Description

This is a full-time, on-site position for an Executive Secretary based in Mumbai. The role involves providing executive administrative assistance, managing Director(s) secretarial tasks, and handling tactical responsibilities.

Responsibilities

• Calendar Management : Efficiently manage the MD's calendar, including scheduling meetings, appointments.
• Travel & logistics management for Directors and top leadership personnel : Organise and coordinate travel itineraries, accommodation, and related logistics for the MD's business & personal trips.
• Gatekeeper for communication - Draft emails, notes, take minutes of meet for Directors. Serve as the primary point of contact between the MD and internal / external stakeholders.
• Meeting preparation - Prepare agendas, materials, and notes for meetings. Follow up on action items and ensure timely completion.
• Complete Director(s) personal tactical jobs
• Document Management
• Coordinate on office supplies and employee diaries along with HR
• Manage payment for the leadership credit cards
• Guest relations - Manage and schedule logistics & allied arrangements (food, travel etc) for vistors with top notch hospitality
• Maintaining & organize confidential documents and personal records
• Event Planning - Coordinate and manage events, both internal and external, ensuring all details are handled with precision.
• Any other allied task

Qualifications & Skills