Secretary - Chairmans Office

Posted Date : 22 Apr 2024 Function/Business Area : Others Location : Mumbai

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Delivery accountability:

Primary Responsibilities

• Maintain calendars arrange, coordinate and prioritize complex scheduling and logistics.
• Provide telephone coverage answer executive phones, take accurate messages, know executives whereabouts at all times, handle urgent calls with appropriate judgment.
• Arrange (including selection of date, time, and location) internal and external meetings (internal meetings typically require extensive coordination).
• Conduct extensive online and off-line research as requested.
• Responsible for handling all travel arrangements (domestic and international) including hotel accommodations, airline reservations, rental cars, off-site meeting venues. Arrange special meeting facilities (e.g. food, PC projector, etc.); send meeting confirmation emails; prepare and distribute meeting materials.
• Overall Administration
• Confidential records maintenance

Please the refer the following job description:

About the role :-

The incumbent will be required to provide full administrative and secretarial support to the chairman’s office to ensure the smooth management of day to day affairs. The person will be responsible for handling sensitive and complex issues and will be required to demonstrate sound judgement in handling them. The person should take initiatives as appropriate to drive the work in chairman’s office.

Job Accountabilities

• Primary Responsibilities: Manage and maintain calendars including appointments, meetings and travel, coordinate and prioritize complex scheduling and logistics.
• Monitor and respond to executive communications, take accurate messages, know executive’s whereabouts at all times, handle urgent calls with appropriate judgment.
• Arrange (including selection of date, time, and location) internal and external meetings (internal meetings typically require extensive coordination).
• Secretarial support for meetings, including drafting and circulating meeting agendas, communicating meeting venues, meeting reminders, arranging for logistics for the meetings
• Conduct extensive online and off-line research as and when require
• Responsible for handling all travel arrangements (domestic and international) including hotel accommodations, airline reservations, rental cars, off-site meeting venues. Arrange special meeting facilities (e.g. food, PC projector, etc.)
• Provide executive and administrative support
• Confidential records maintenance

Skills Required (Knowledge and Skills)

• Organizational, planning and coordination skills
• Good interpersonal communication skills
• Information gathering and monitoring skills
• Effective time and workload management
• Effective multi-tasking skills
• Proficient in Microsoft Office desirable
• Pro-active, problem solving approach
• Ability to form good working relationships with a wide range of groups and individuals
• Self-motivated and able to work unsupervised and on own initiative
• Strong attention to detail and accuracy
• Able to perform under pressure

Key Attributes (Experience and Qualifications)

• 10-15 years of secretarial experience
• Graduate from any stream

• 5 - 10 Years

• Any Graduate

• Good interpersonal communication techniques
• experience in facility management techniques
• good negotiation techniques
• Effective time and workload management
• Effective multi-tasking skills
• Proficient in Microsoft Office desirable
• Pro-active, problem solving approach
• Ability to form good working relationships with a wide range of groups and individuals
• Self-motivated and able to work unsupervised and on own initiative
• The candidate must have a very keen eye for detail and accuracy

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