Secretary to HOD

Company Name: Aarvee Engineering Consultants Limited

Designation: Secretary to HOD

Experience: 5 to 10 Years

Qualification: Graduate in any discipline

Job Location: Ahmedabad

Job ObjectiveTo provide secretarial and administrative support to the Head of Department (HOD), coordinate with internal departments and project teams, maintain departmental records, and manage travel arrangements for management and employees to ensure smooth and efficient operations.

Roles and ResponsibilitiesA. Secretarial Support to HOD

- Manage the HOD's schedule, appointments, meetings, and calendar.
- Handle emails, telephone calls, and official correspondence.
- Prepare letters and reports as required.
- Coordinate meetings with internal departments, clients, consultants, contractors, and vendors.
- Follow up on pending tasks and action points assigned by the HOD.
- Maintain confidential files, documents, and departmental records.
- Arrange meetings, site visits, and official appointments as required.

- B. Travel Desk Management

- Arrange air, train, and bus ticket bookings for management and employees.
- Coordinate hotel reservations, guesthouse accommodation, airport transfers, and local transportation.
- Organize travel arrangements for official meetings, project site visits, inspections, and business tours.
- Prepare travel itineraries and share booking confirmations with employees.
- Handle ticket cancellations, rescheduling, refunds, and urgent travel requirements.
- Coordinate with travel agents and Embassy for Visa, hotels, and transport vendors.
- Ensure travel bookings comply with company policies and approved budgets.




- Maintain travel records, travel insurance, invoices, bills, and booking details.
- Prepare monthly travel expense reports and summaries.

C. Departmental Coordination and Administration

- Coordinate with Projects, Accounts, HR, Procurement, and Administration departments.
- Collect and compile reports and updates from relevant teams.
- Maintain proper documentation, filing systems, and records.
- Follow up on pending approvals, submissions, and departmental activities.
- Prepare MIS reports and maintain data using MS Excel.
- Ensure timely submission of documents, bills, and reports.
- Maintain confidentiality of company and management information.
- Perform other administrative duties assigned by the HOD or management.

Qualification & Experience:
- Graduate in any discipline.
- Proficiency in MS Office/Libre Office, including Word, Excel, PowerPoint, and Outlook.
- Positive written and verbal communication skills in English and Hindi.
- 5 -10 years of experience in secretarial, administrative and travel desk operations.
- Knowledge of travel bookings, documentation, and expense management is desirable.

Required Skills
- Strong organizational, time-management, and coordination skills.
- Good communication, email drafting, and telephone etiquette.
- Attention to detail and accuracy in documentation.
- Ability to multitask and handle urgent requirements.
- Vendor management, problem-solving, and confidentiality.

General ResponsibilitiesThe employee shall perform secretarial, travel desk, coordination, documentation, and general administrative duties as assigned by the HOD or management from time to time.

📌 Secretary - Ahmedabad - 5 to 10 years
🏢 Aarvee
📍 Ahmedabad