Administrative Secretary

4 days ago


Mumbai, India Times Music Full time

Job Title: Administrative Secretary


Job Summary

Administrative Secretaries perform day-to-day administrative and secretarial duties in office environments. Their responsibilities include handling all admin/IT requirements, reporting to management, drafting documents and entering data.


Responsibilities

Meetings & Calendaring management

  • Coordination and scheduling of internal and external meetings, conference calls, and video calls
  • Conference meetings, utilizing Outlook and Zoom on behalf of supported professionals; includes arranging for any catering and document distribution.
  • Prioritize Outlook calendar items on behalf of professionals, informing them of meeting changes and keeping them on schedule throughout the day.
  • Coordinate set up and clean up conference rooms for catered meetings.
  • Responding to emails as and when required

Travel & Expenses

  • Coordinate all aspects of domestic and international travel (air, ground, and lodging)
  • Maintain current passports and necessary visas
  • Compose detailed itineraries for travel and key meetings, print boarding passes and check-in professionals for their flights
  • Track flights to ensure they are on time and not cancelled
  • Settle travel claims for senior management of the company

Admin Management

  • Day to day office admin includes coordination with teams for various purposes – IT, electrical, carpentry, wifi, telephone, etc
  • Document organisation (hard copies and soft copies)
  • SAP Related for A&R / Marketing / Procurement – All new vendor registration, create PR, coordinate for PO with Finance and release PR
  • Manage stationery, medical supplies
  • Support HR and Finance teams


Must have:

  • Bachelor's degree
  • 5+ years of experience as an Administrative Secretary
  • Proficiency in office software and tools, including Microsoft Office Suite and calendar management systems. 
  • Advanced proficiency in managing documents, spreadsheets, and databases.
  • Excellent written and verbal communication skills.
  • Exceptional interpersonal skills.


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