Deputy Manager

Role Purpose

The purpose of this role is to manage the office of one or more Directors/ HODs. The incumbent acts as the point of contact for managers, employees, clients, and other external partners to ensure smooth information flow in a timely and accurate manner. The role holder will organize the manager’s schedule, set up meetings and present information for internal and external communication in suitable formats like memos, emails, presentations, reports, etc. Responsible for recording minutes of meetings (MOMs), organize, and maintain the office filing system in an efficient and accurate manner. The incumbent is responsible to coordinate for travel & accommodation arrangements for their manager & important delegates.

Key Responsibilities

• The role holder is responsible for managing the schedule and calendar of the manager. Act as the point of contact to help manage meetings, suggest the availability and coordinate with various stakeholders to help plan a working day for the manager.
• To ensure that the meetings are conducted smoothly by inviting the required stakeholders, booking meeting rooms as per the requirements of the meetings, ensuring stakeholders are available for the meeting at the specified slots, and preparing comprehensive notes to maintain a formal record of the meeting.
• Organise the manager’s travel & accommodation arrangements and manage their overall expense account.
• Ensure effective visitor management, recording visitor details, collecting their cards, and ensuring relevant arrangements are in place for them.
• Manage the manager’s emails, draft communications, and letters to relevant stakeholders as per the instructions received from the managers to ensure that communication is effective and to the point.

• Work closely with project teams and CO functional teams to get the required information and data to ensure smooth business operations at manager level.
• Ensure detailed and accurate recording of MOMs during the manager’s meetings. Prepare relevant reports based on the requirements of the manager.

Indicative Experience and Exposure

• Graduation in any discipline with a Diploma in Secretarial practice with 7-12 years’ experience in similar role.
• MBA in any discipline with a Diploma in Secretarial practice with 5-10 years’ experience.
• Minimum 5 years’ experience in Secretarial role for Management positions.