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Larsen & Toubro
SecretaryLarsen & Toubro • Bengaluru, Karnataka, IN
Secretary

Secretary

Larsen & Toubro • Bengaluru, Karnataka, IN
26 days ago
Job description

The position functions as an coordinator and support partner to the leader as and when the situation demands.

Kindly find below a comprehensive list of roles and responsibilities:

1. Executive Calendar and Time Management

  • Manage the leader's complex and dynamic calendar across multiple businesses.
  • Prioritize meetings based on strategic importance, business impact, and urgency.
  • Coordinate internal reviews, customer meetings, board discussions, leadership interactions, and external engagements.
  • Eliminate scheduling conflicts and ensure optimal utilization of the leader’s time.
  • Anticipate travel schedules, review cycles, and critical business events.

2. Meeting Coordination and Governance

  • Schedule and coordinate- Leadership reviews

Business unit reviews

Customer meetings

Board and governance meetings

Strategy discussions

Employee interactions

  • Prepare agendas, pre-meeting briefs, and supporting documents.
  • Capture action items and ensure follow-up with stakeholders.
  • Track commitments and monitor closure of actions.

3. Communication Management

  • Screen emails, calls, and meeting requests.
  • Prioritize communications requiring executive attention.
  • Draft and review- Business correspondence

Leadership communications

Customer communications

Internal announcements

Meeting requests and follow-ups

  • Represent the leader's office professionally with internal and external stakeholders.

4. Travel and Logistics Management

  • Coordinate domestic and international travel.
  • Manage flight bookings, hotel reservations, local transportation, and itineraries.
  • Ensure visa, travel documents, and expense requirements are met.
  • Handle last-minute changes and contingencies.
  • Coordinate airport pickups, visitor access, and meeting logistics.

5. Stakeholder Coordination

  • Act as the single point of contact for Business heads, Customers, Corporate functions, External partners, Leadership teams.
  • Coordinate between various businesses and locations.

6. Board and Leadership Support

  • Coordinate approvals and document circulation.
  • Maintain confidentiality of sensitive materials.

7. Project and Action Tracking

  • Monitor key deliverables across businesses.
  • Track commitments made during meetings.
  • Follow up with business heads and functional teams.
  • Escalate delays where required.

8. Confidentiality and Governance

  • Handle sensitive: HR matters, Financial information, Strategic discussions, Customer matters, Organizational decisions.
  • Maintain strict confidentiality.
  • Ensure compliance with company policies and data protection requirements.

9. Office and Administrative Management

  • Maintain organized physical and digital records.
  • Manage documentation and filing systems.
  • Coordinate office resources and support services.
  • Ensure smooth functioning of the office.

10. Employee and Leadership Engagement

  • Coordinate employee roundtables.
  • Support leadership communication initiatives.
  • Facilitate interactions between leadership and employees.

11. Visitor and Protocol Management

  • Coordinate visits of – Customers, Senior leaders, Government officials, Industry partners.
  • Arrange access permissions, hospitality, meeting rooms, and logistics.
  • Manage protocol requirements for senior visitors.

12. Strategic Support

  • Provide background information and briefing notes before meetings.
  • Anticipate information requirements.
  • Maintain awareness of key business priorities.
  • Act as a trusted advisor to the leader’s office.
  • Support decision-making by ensuring timely availability of information.

Ensure the overall smooth functioning of the office activities both operational and administrative.

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Secretary • Bengaluru, Karnataka, IN

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