Executive Secretary to Country Head

Customer, Vendor & Commercial Coordination

Location: Mumbai (Corporate Office)

Experience: 5–10 years

Reports to: Country Head

About the Role

We are looking for a smart, mature and well-organised professional to work as the Executive Secretary to our Country Head. You will be the Country Head's right hand, managing communication on their behalf, handling key pan-India clients and major vendors, and making sure important matters are followed up and closed on time.

This is a senior coordination role. It needs strong communication, negotiation skills and the confidence to deal with senior management at client and vendor organisations.

Key Responsibilities

Office of the Country Head

- Manage all communication on behalf of the Country Head, including emails, letters, calls and messages, with professionalism and confidentiality.
- Draft clear, well-written correspondence, proposals, replies and meeting notes.
- Manage the Country Head's calendar, schedule meetings, and coordinate travel and appointments.
- Prepare agendas, briefing notes and documents before meetings, and circulate minutes and action points afterwards.
- Track decisions and commitments made by the Country Head and follow up until they are closed.
- Act as the single point of contact between the Country Head and internal teams, clients and vendors.

Pan-India Client Management

- Build and maintain strong relationships with key clients across India.
- Handle client communication, commercial matters, payment follow-ups and outstanding coordination.
- Manage client escalations and disputes professionally, and work toward practical solutions.
- Support the Country Head in client meetings, discussions and negotiations.

Vendor Management

- Manage relationships with major vendors and service partners.
- Coordinate with vendors on payments, commitments,



timelines and operational requirements.
- Lead or support negotiations with vendors on commercial terms, pricing and service levels.
- Follow up on vendor commitments and escalate delays or issues in time.

Finance & Commercial Coordination

- Monitor customer receivables and vendor payment commitments.
- Coordinate closely with Management, Operations and Finance teams on commercial matters.
- Support management in commercial negotiations and decision-making.

Reporting & Follow-up

- Prepare regular updates for the Country Head on customer, vendor and financial matters.
- Maintain trackers for meetings, action points, escalations and pending issues.
- Take independent ownership of significant matters and make sure critical issues are followed up and closed on time.

Candidate Profile

- Graduate in any discipline. An MBA or post-graduate qualification is preferred.
- 5–10 years of experience as an Executive Secretary, Executive Assistant, or in a client/vendor coordination role with senior leadership.
- Excellent verbal and written communication skills in English. Fluency in Hindi is preferred.
- Strong negotiation, persuasion and follow-up skills.
- Confident and comfortable dealing with senior and top-level management.
- Good commercial and financial understanding.
- Highly organised, with strong time management and attention to detail.
- Able to handle pressure, difficult conversations and confidential information with maturity.
- Strong ownership and a problem-solving approach.
- Proficient in MS Office (Outlook, Word, Excel, PowerPoint) and virtual meeting tools.
- Experience in Logistics, BFSI, ATM or B2B services is preferred.

Note: This is not an accounting or billing position. The main focus is supporting the Country Head through client relationships, vendor management, commercial coordination and executive communication. Pay: ₹40,000.00 - ₹50,000.00 per month

Work Location: In person

📌 Executive Secretary to Country Head (Dombivli)
🏢 Vignesh Establishments India Private
📍 Dombivli