Secretariate Coordinator

1 week ago

India Bharat Tech Foundation Full time

Company Description Bharat Tech Foundation is a Global Alliance of Indian Engineers dedicated to the mission of nation-building. The organization was officially launched on April 2, 2022, by Shri Rajeev Chandrasekhar, then the Hon. MoS for Electronics & IT, at the AICTE Auditorium in the presence of distinguished leaders and mentors. The foundation collaborates with experts and engineers to drive projects contributing to the growth and innovation of the nation. Guided by a strong vision, Bharat Tech Foundation fosters innovation and meaningful impact through its initiatives. Role Description This is a remote role as a Secretariat Coordinator. The Secretariat Coordinator will handle administrative tasks, including scheduling meetings, managing correspondence, and providing comprehensive clerical support. The role involves effective communication with key stakeholders, delivering excellent customer service, maintaining records, and assisting with basic accounting tasks as needed. Detailed responsibilities are listed below. Key Responsibilities: Administrative Support: - Manage and maintain the office schedule, including appointments, meetings, and events. - Handle incoming and outgoing correspondence (emails, letters, and phone calls) promptly and professionally. Documentation & Filing: - Organize and maintain physical and digital records, ensuring easy accessibility and confidentiality. - Prepare reports, presentations, and documents as required. Office Logistics: - Liaise with vendors and service providers to ensure smooth office operations. Meeting Coordination: - Schedule and coordinate meetings, including preparing agendas and taking meeting minutes. - Follow up on action items and ensure timely completion. Support to Leadership: - Assist leadership with day-to-day tasks, including travel arrangements, itinerary planning, and expense tracking. Communication Management: - Serve as the first point of contact for visitors and stakeholders, providing courteous and professional service. - Coordinate internal and external communications effectively. - Manage Organization’s social media and PR channels. Event Support: - Assist in planning and organizing office events, workshops, and conferences. - Ensure smooth execution of logistics and operations for events. Data Management: - Update and manage office databases, contact lists, and other essential records. - Ensure data accuracy and confidentiality. Compliance & Reporting: - Support in maintaining compliance with organizational policies and procedures. - Generate regular updates and reports for management as needed. Miscellaneous Tasks: - Provide general support to the team as required. - Take initiative in identifying and resolving administrative issues. Qualifications - Bachelor’s degree in Engineering, Administration, Business, or a related field (preferred). - 2+ years of experience in a similar role. - Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other productivity tools. - Excellent verbal and written communication skills. - Strong organizational and multitasking abilities. - Professional demeanor and the ability to maintain confidentiality. - Proactive attitude with the ability to work independently and as part of a team.

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