Secretary to Senior Vice President - Marketing & Brands

IHCL and its subsidiaries bring together a group of brands and businesses that offer a fusion of warm hospitality and world-class service. These include Taj the iconic brand for the most discerning travellers, and ranked as Worlds Strongest Hotel Brand and Indias Strongest Brand across sectors as per Brand Finance Hotels 50 and India 100 reports 2024 respectively; SeleQtions, a named collection of handpicked, storied hotels; Vivanta, a chain of contemporary upscale hotels that celebrate joie de vivre; Ginger, a brand that is revolutionizing the lean-luxe segment, and am Stays & Trails, a charming portfolio of private bungalows and villas set in picturesque locales. Along with our varied and latest offerings like Gateway, The Claridges Collection, Tree of Life, The Clarks Hotels and Resorts and TajSATs, IHCL has evolved from a Branded House to a House of Brands, offering a diverse portfolio across luxury, upscale, lean luxe, and homestay segments.

Location: Nariman Point, Mumbai

Function: Commercial- Marketing & Brands

Reporting To: Senior Vice President - Marketing & Brands

Job Objective:

The Secretary will be responsible for managing calendars, coordinating meetings and logistics, and supporting basic financial administration including bills and budget tracking. The role requires strong organizational skills, attention to detail, and a good understanding of financial documentation and processes.

Key Responsibilities:

Calendar Management

• Maintain and manage executive/department calendars
• Schedule meetings, appointments, and internal reviews
• Coordinate availability across stakeholders
• Ensure efficient time utilization and prevent scheduling conflicts

Meetings & Logistics

• Organize internal and external meetings
• Arrange meeting rooms, video conferencing facilities, and required materials
• Prepare and circulate agendas and meeting invites
• Record minutes and track action items
• Coordinate travel bookings and related logistics as required

Finance & Budget Coordination

• Process and track vendor bills and expense statements
• Coordinate with accounts team for payments and reimbursements
• Maintain records of invoices, approvals, and contracts
• Assist in monitoring departmental budgets and expenses
• Ensure timely submission of financial documents

Documentation & Administration

• Maintain organized filing systems (digital and physical)
• Handle official correspondence and emails
• Ensure confidentiality of sensitive information
• Support preparation of basic reports and MIS when required

Skills & Competencies Required:

• Strong organizational and coordination skills
• Attention to detail
• Financial awareness
• Effective communication skills
• Professionalism and integrity
• High discretion, reliability, and stakeholderhandling maturity

Required Qualifications & Experience:

• Graduate in Commerce, Business Administration, or related field
• 36 years of relevant experience in a secretarial or administrative role
• Basic understanding of billing, budgeting, and finance processes
• Proficiency in MS Office (especially Excel)