Secretary / Admin Assistant – Strategic Projects

Job Description

• Provide secretarial assistance such as – arrange appointments, schedule meetings, receive visitors, screen phone calls, make travel arrangements and respond to requests for information
• Interact with senior national and international officials on a regular basis on behalf of the Manager
• Be privy to information of high importance, protect its sanctity and channelise such information to only the intended recipients
• Attend to and respond to communication from senior officials/dignitaries and other important personnel in the absence of the Manager
• Monitor and screen all incoming communication for the Manager, prioritize according to importance and bring relevant communication to his/her notice for action
• Receive all bills and other documents pertaining to administrative and financial approval, sort and prioritize the same for approval by the Manager
• Assist in co-ordinating the visits and programmes for national and international missions, including collection and collation of briefing material etc.
• Take dictation for critical correspondence and ensure their proper recording. Prioritise and bring critical matters to the notice of the Manager
• Maintain and update files and retrieve relevant information as and when required
• Facilitate managing off- shore Company registrations / follow-ups
• Assist Manager in checking email, replying to email wherever possible
• Maintain database, visiting cards, address, telephone numbers etc.

Skills

8-10 years of experience in a similar role
Knowledge of Secretarial Practice
Proficiency in short-hand and typing
Proficiency in MS Office (Excel and PowerPoint)
Ability to handle critical situations in the absence of the Manager
Working knowledge in computers
Knowledge of the working and local languages

Education

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