Executive Secretary - Function Head Product Engineering

Job description

**Description** Executive Secretary to the Global Head of Engineering Backbone & R&D Location Head, DICV The Executive Secretary provides comprehensive administrative, coordination, and operational support to the Global Head of Engineering Backbone and R&D Location Head. The role is responsible for managing leadership calendars, coordinating meetings and events, handling travel and logistics, and ensuring seamless execution of leadership engagements. Acting as a key coordination point between internal and external stakeholders, the position ensures meeting readiness, workplace organization, visitor management, and effective communication. The role requires strong planning, proactive execution, stakeholder management, and collaboration across geographies to support efficient leadership operations and business priorities. **Responsibilities** **Managing leadership calendar, scheduling meetings, and resolving conflicts** - Sending meeting invitations, tracking responses, and ensuring participation - Coordinating meeting logistics including room booking, technical setup, and materials - Ensuring readiness of venue, infrastructure, and meeting arrangements - Managing changes/rescheduling and ensuring timely communication to participants **Ensuring Meeting & Event Readiness:** - Coordinating end-to-end logistics for meetings, workshops, and leadership forum - Managing venue arrangements, materials, and infrastructure setup - Supporting participant coordination and ensuring overall readiness **Travel & Logistics Management:** - Managing travel planning, bookings, and itinerary preparation - Coordinating local transport and handling travel changes - Ensuring seamless execution of leadership travel plans **Administrative, Workplace & Stakeholder Coordination:** - Managing visitor access, security coordination, and onboarding logistics - Ensure availability and management of office materials and equipment - Act as 5S Champion, ensuring workplace organization and discipline - Maintaining communication lists and supporting information circulation **Execution & Operational Support:** - Ensuring timely execution of all coordination and logistics activities - Proactively tracking and highlighting delays or gaps - Collaborate across geographies to support leadership engagements and coordination - Coordinating closely with EA, stakeholders, and vendors for smooth operations **Qualifications** **Qualification & Experience:** Graduate with 36 years of experience in executive support or coordination roles Location: Oragadam ( Chennai) **Skills & Abilities:** - Strong organizational and coordination skills - Effective communication and follow-up discipline - Ability to manage multiple priorities and timelines - Proficiency in MS Office (Outlook, Excel, Teams) - High reliability, accuracy, and attention to detail