Secretary to Chairman/woman

SECRETARY - Assist the Chairman in day-to-day activities and facilitates the efficiency, order and harmony of the office of the Chairman.
- Prepare agenda and all documentation for meetings. Organizes, plans, and coordinates the logístical support needed for Chairman s meetings. Determines meeting needs such as space allocations and ensures that all requirements for external meetings are met.
- Responsible for distribution of agenda, confirmation of participants, reproduction and distribution of documents or informational materials and/or other pre-meeting initiatives with attendees.
- Coordinates all administrative follow-up matters including meetings files and post event evaluation for future reference and reports back to the Chairman.
- Attend meetings, especially those attended by the Chairman, Liaise with attendees on the summary minutes of such meetings with special emphasis on resolutions, initiatives and/or special assignments resulting from the meeting.
- On behalf of the Chairman, follow up progress on discussions, decisions and/or special assignments to assure timely response by the person(s) with designated responsibility.
- Monitors the progress and/or lack thereof; as necessary and seeks resolution of impediment and motivates results.
- Open and distribute the correspondence specifically for the Chairman (this includes electronic communications). Handling telephone enquiries, redirecting calls and taking messages.
- Organizing all employee meets / releases important employee communications & Departmental Reviews.
- Timely Approvals of PR / PO / RFQ etc. Member of Purchase Committee.
- Manage External & Internal Events in co-ordination with Admin head.
- Maintain important files, documents and coordination with multi functions and departments
- Maintain secure filing & archive systems and ensuring confidentiality of the information in control.
- Handle Chairman’s matters requiring discretion and confidentiality including sensitive matters in a thoroughly professional manner.
- Providing complete Secretarial Support to the Chairman. Maintaining holiday list, leave tracker, travel record of all staff.
- Pro-actively managing the time and resources of the Chairman, as relevant, to maximize his ability to deliver his objectives effectively.
- Handling telephone enquiries, redirecting calls and taking messages of Chairman.
- Preparing correspondence (e.g. letters)
- Ensuring data and document security.
- Maintaining and managing efficient and timely filling systems.
- Assisting with general administrative queries from Functions.
- Provide support in Department Recruiting activities, projects, comparative quotes
- Liaise with the Govt. Offices to Schedule appointments whenever necessary especially in terms of payment recovery.
- Provide support to the Chairman for smooth functioning of their over busy schedules.
- Maintaining the correspondence, reminders, and schedules for high priority work items.
- Compose correspondence or modify draft correspondence as appropriate. Review current workloads and review issues.
- Track and log incoming correspondence to ensure timely follow up and closure.
- Managing the Weekly Performance Reports.
- Handling routine/ corporate correspondence.
- Internal Departments Co-ordination.
- Generating MIS Reports.
- Reporting - Preparing monthly reports for the department. Organizing the monthly departmental meets.
- Any other work as assigned by Chairman from time to time.

**Job Types**: Full-time, Regular / Permanent

**Salary**: ₹35,000.00 - ₹50,000.00 per month

Schedule:

- Day shift

Ability to commute/relocate:

- Navi Mumbai, Navi Mumbai - 400703, Maharashtra: Reliably commute or planning to relocate before starting work (required)

**Education**:

- Bachelor's (preferred)

**Experience**:

- total work: 5 years (preferred)
- Secretarial work: 5 years (preferred)