Handle incoming calls and queries of Executive Director office.
Dealing with incoming email, faxes and post, often corresponding on behalf of the Executive Director and Compose letters and memorandum in response to incoming mail or calls.
Add appointments / send reminders on respective appointments and invitations to Executive Director and alert Executive Director about cancelations or new meetings.
Providing general office support in scanning, formatting, typing, translation, fax, email etc.
Follow up on status of report and assignment with concern HOD's, if needed or requested by Executive Director.
Make domestic and foreign travel arrangements: prepare itineraries, prepare and compile travel vouchers, maintain and travel records, renewal of licenses / passports, visas etc. for Executive Director.
Coordinate recreational trips and activities of guests, when needed.
Read and summarize reports of various documents, required by management on management’s instruction.
Conduct Research and prepare analysis report.
Prepare statistical reports on request of Executive Director.
Prepare agenda for meetings if needed.
Prepare confidential and sensitive documents.
Schedule meetings and arrange conference rooms as per meeting requirements.
Arrange for outgoing mail and packages to be picked up.
Determine matters of top priority and handle accordingly.
Take and compile meeting minutes or dictation and circulate to all concerned.
Plans events and volunteer activities as requested.
Maintain hard copy and electronic filing system.
Proven 2 years experience as an executive assistant/secretary or other relevant administrative support experience.
In-depth understanding of entire MS Office suites.
Ability to organize a daily workload by priorities.
Must be able to meet deadlines in a fast-paced quickly changing environment.
Professional level verbal and written communications skills.
Good Interpersonal Skills.
Candidates are requested to apply with an updated CV at email@example.com
Note: Please mention the position as "Executive Secretary" on the subject.