(30/06/2024) 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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