Office Secretary

6 months ago

Ahmedabad, India Mangalam Placement Full time

**Company**:
Heritage Cyber World

**Location**

Ahmadabad

**Experience**

1-2 Years

**Key Skills**

Company Secretary, Compliance, Companies Act

**Position: Office Secretary**
**Qualification: CS**
**Experience: 1 to 2 years**
**Location: Ahmadabad**

**Job description**

**Responsibilities**:
1. Administrative Support:

- Maintain and update office records, documents, and files in an organized and secure manner.
- Prepare and edit reports, memos, letters, and other business documents as required.
- Assist in preparing presentations and materials for meetings and events.

2. Scheduling and Calendar Management:

- Manage executives\' and team members\' calendars, including scheduling appointments, meetings, and conference calls.
- Coordinate and arrange travel itineraries and accommodations as needed.

3. Reception and Front Desk Management:

- Greet and welcome visitors, clients, and employees in a professional and courteous manner.
- Handle inquiries and provide necessary information or direct queries to the appropriate staff members.
- Ensure the reception area and office are tidy and presentable at all times.

4. Meeting and Event Coordination:

- Schedule and organize meetings, conferences, and company events.
- Arrange for meeting rooms, audiovisual equipment, and catering as necessary.
- Record and distribute meeting minutes and follow-up on action items.

5. Communication and Collaboration:

- Maintain effective communication with internal teams and external stakeholders.
- Assist in coordinating interdepartmental activities and projects as required.
- Facilitate communication flow within the office and ensure messages are relayed promptly.

6. Supply Management:

- Monitor and maintain office supplies inventory, placing orders when necessary.
- Keep track of office expenses and reconcile invoices and receipts.

7. Data Entry and Filing:

- Accurately enter data into databases and maintain records with high attention to detail.
- Organize and archive physical and electronic documents for easy retrieval.

8. Confidentiality and Discretion:

- Handle sensitive information and documents with utmost confidentiality and discretion.
- Adhere to company policies regarding data protection and privacy.

**Requirements**:

- High school diploma or equivalent; additional certification or diploma in office administration is a plus.
- Proven experience as an office secretary or administrative assistant is beneficial.
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and basic office software.
- Strong organizational and time management skills.
- Excellent verbal and written communication skills.
- Pleasant and professional demeanor with strong interpersonal abilities.
- Ability to multitask and prioritize tasks effectively.
- Attention to detail and accuracy in all aspects of work.

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