Executive Secretary

3 weeks ago


Bengaluru, India Azim Premji Foundation Full time

**About the role**

The incumbent would report to one/multiple heads of Functions at the Foundation. The role involves providing administrative support to all the managers on a day-to-day basis by handling information and task requests and performing Secretarial functions.

**Role Title: Secretary to Function Heads**

**Responsibilities**:

- Provide day to day secretarial support by organizing and managing administrative and logístical arrangements.
- Manage calendars by efficiently planning meetings with proper coordination with others involved. Build a rhythm of meetings and keep track of the pending/incomplete meetings
- Manage the travel logistics of the Function Heads in India and if required, abroad - planning the travel, booking the tickets and accommodation, coordination for visa etc. in case of overseas travel
- Expense management - whole cycle of raising expenses, ensuring timely reimbursements and recording of the same for future reference.
- Keep constant track of pending tasks/ action items with reminders for follow-ups.
- Review and prioritize incoming phone calls, correspondences, mails and other communication
- Independently manage their offices in times of absence and keep them updated
- Provide a courteous and efficient interface to callers and visitors
- Prepare written /electronic correspondence & logs and maintain a filing system
- Planning and coordination of conferences/ external events.
- Handle confidential correspondence
- Maintain partner organization and employee databases for mailing & communication purposes.
- Perform other general clerical duties as required from time-to-time.

**Qualification and Experience**
- Bachelor's Degree is must.
- Minimum 3 years experience in a similar role.

**Skills and Attributes**
- Effective oral and written communication skills including active listening and accurate reading comprehension.
- Excellent computer skills and familiarity with Microsoft office
- Excellent interpersonal skills and ability to work with people
- Pleasant and calm exterior, punctual and regular work habits, open to learning
- Able to deal with high pressure and with top management both in private sector as well as Government.
- Skills in record keeping.
- Ability to maintain the high confidentiality.
- Excellent organizational and time management skills.
- Extremely organized, has a close eye for detail, able to think ahead and plan effectively

**Work Location**: Bangalore


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