Secretary

POSITION OBJECTIVES Provides personal administrative support and assistance to the senior management KEY RESPONSIBILITIES 1) Works with the other secretaries in coordinating, managing and prioritizing the day-to-day administrative activities 2) Coordinates and screens incoming and outgoing communications, takes action as appropriate, summarizes and prepares background documents and responses as necessary. 3) Gains a general working knowledge of all departments within the organization in order to handle inquiries or redirect them to the appropriate department. 4) Displays a high level of diplomacy, discretion and confidentiality, and ensures compliance with administrative policies and procedures. 5) Drafts and/or prepares a full range of materials such as emails, memorandums, reports, presentations, correspondence and meeting materials 6) Manages busy and complex calendars of the senior manager, anticipating the need for and scheduling appointments. 7) Provides Executive support for a wide range of high level meetings including provision of supporting papers and other meeting materials. 8) Creates/distributes agendas, and records, transcribes and distributes minutes for a wide range of high level meetings. 9) Maintains electronic records of all correspondence, reports and related materials 10) Provide accurate and up-to-date information to senior management, as and when required 11) Perform other related duties as may be required Job Activities: 1) Coordinates complex travel arrangements and itineraries for the senior managementor and visiting VIP guests and groups. 2) Receives and hosts visiting VIP guests and groups. 3) Assists in the coordination of special projects as appropriate. 4) Handles the office petty cash and monitors office expenditures. 5) Handling the daily activities of the senior management. This includes handling phone calls, meetings and appointments. 6) Managing and checking on the stationery, writing minutes, taking dictations and so on. 7) Keeping the SENIOR MANAGEMENT about the recent updates like emails, letters and information of similar nature. 8) Preparing correspondence on behalf of the SENIOR MANAGEMENT and replying to all the correspondence on time, as appropriate 9) Execute special requests and related duties as needed 10) Update management of database and contacts 11) Manage travel itineraries and expense reports 12) Handling all the numerous phone calls that the SENIOR MANAGEMENT gets 13) Fixing all the appointments the SENIOR MANAGEMENT has to attend throughout the day and making sure that they attend them 14) Briefing the SENIOR MANAGEMENT on the agenda before every meeting 15) Collecting all the reports on behalf of the management 16) Coordinating for the SENIOR MANAGEMENT with the other departments 17) Having a daily schedule prepared for the SENIOR MANAGEMENT before arriving in office 18) Acting as a bridge between management and employees 19) Assisting the SENIOR MANAGEMENT during meetings 20) Coordinating with other secretaries

Job Details

Preferred Candidate

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