Office Support / Secretarial Assistant

Job Responsibilities :

Executive Support & Schedule Management:

• Setting up travel and planning & scheduling of meetings, events / conferences and other appointments to ensure day to day smooth operations
• Extremely active calendar management /appointments, prioritization and understanding / analyzing the need
• Plans, coordinates and ensures the Directors schedule is followed and respected
• Preparing Minutes of Meetings and follow up with the respective personnel / department in order to ensure the timely execution
• Provides a bridge for smooth communication between the Directors office and internal departments; demonstrating leadership to maintain credibility, trust,and support
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Director
• Prioritizes conflicting needs; handles matters expediously and proactively, and follows through on projects to successful completion, often with deadline pressures.

Office Management / Administration:

• Directors office related Projects Management & Coordination
• Understand and internalise agenda of the Director
• Ability to drive and manage Directors office
• Drive each vertical
• Oversight of processes, cleanliness, stores, periodic events in the calendar, relationship management periodic contact in some form with key contacts & address book and contact management
• Communication link with external constituents such as Government, Trade / Industry bodies etc
• Prepare drafts of speeches & communication
• Be eyes and ears of the Management
• Draw attention to exceptions and deviances
• Review and summarize miscellaneous reports and documents, and prepare background documents (if necessary)
• Initiate and respond to written and verbal correspondence, including composition, editing and distribution
• Monitor / analyze to ensure compliance with established methods, guidelines, standards and procedures
• Creating and collate necessary presentations and paperwork before meetings
• Filing physical and online efficiencies
• Any other work as and when assigned by the Director or Member of Management Board

Job Knowledge (Prerequisite)

• Stay organized and to manage time & work space
• Acting as a main point of contact
• Maintaining Calendar ,tracking meetings and activities
• Handling correspondence directed to Managers/Associates
• Producing reports and presentations
• Maintaining the current filing and database system
• Performing office duties that include ordering supplies and managing records database.
• Providing general administrative support.

Skill Set

• Excellent communication skills (both verbal & written)
• Strong organizational, analytical, leadership and project management skills
• Advanced knowledge of IT skills
• Strong administrative, organization and clerical skills
• Ability to multi-task, prioritize, and manage operations
• Ability to work across teams and with a variety of projects and constituencies.

Education Qualification & Experience:

• Graduate preferably English (Hons) & Course from YWCA Secretarial Practice
• Minimum 7 years of experience in similar role.