Function : Secretarial
Reporting to : Respective Head of Department
This is a Secretarialposition based at Head Office, new delhi. To Support HOD’s in Day to day work and manage their meetings , travel , calendar and coordination between other departments.
Key Responsibilities :
Schedule and Maintain calendar for all internal and external meetings and appointments
Keeping a check on the duration of all meetings and reminding the HOD of key meetings every day in the morning
Sending e-mails / correspondence on HOD’s behalf as and when required and filing the mails to the respective folders
Ensure Smooth execution of Domestic / International Travel Plans including flight reservations, taxi hiring, web check-
in and late check-in or late-check outs from the hotels, visa documentation, forex requirements etc.
Providing secretarial / administrative support remotely to the HOD while he is traveling or working from home and from different locations.
Keeping track of and ensuring timely settlement of all the expenses related toHOD’s travel and his office
Keeping track of and ensuring renewal, timely payments of Credit Cards, Insurances, Club and other Memberships etc.
Organizing various documents, files etc. and maintaining strict confidentiality, safety and security of the same.
Assembling of Power Point Presentations / Reports and adding value to it by ensuring that the inputs provided are of superior quality and the flow of the presentation is consistent.
Above Job Responsibilities are only representative and subject to modification at any time without prior notice.
Professional Experience / Qualifications :
Minimum Post Graduate / Graduate
Diploma of Secretarial function
At least 6 12years’ work experience of Personal Assistant to HOD / Chairman / Director
Competencies : Functional Competencies
High proficiency in MS Office, especially Outlook
Excellent Organizing Skills
Excellent communication and presentation skills
Excellent drafting skills
Strong analytical skills
Excellent communication skills
Strong interpersonal skills
Proactive approach to work