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Office Support / Secretarial Assistant

Office Support / Secretarial Assistant

ConfidentialDelhi
3 days ago
Job description

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.

    • Skills Required

    Personal Assistance, Secretarial Assistance, office support , Project Management, Administration

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