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 ‘World’s Strongest Hotel Brand’ and ‘India’s Strongest Brand’ across sectors as per Brand Finance Hotels 50 and India 100 reports 2024 respectively;  Sele Qtions , 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  amã 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 stakeholder‑handling maturity

Required Qualifications &

Experience:

Graduate in Commerce, Business Administration, or related field
3–6 years of relevant experience in a secretarial or administrative role
Basic understanding of billing, budgeting, and finance processes
Proficiency in MS Office (especially Excel)