Executive Secretary/administrative Assistant

22 hours ago

Nhave Navi Mumbai Maharashtra, India Sir Mohamed Yusuf Seamen Welfare Foundation Full time

The Secretary of the Executive Committee plays a crucial role in managing a wide array of administrative functions essential for the smooth operation of the Foundation.

Key responsibilities include preparing and issuing various employee documentation, such as appointment and termination letters, while maintaining accurate personal files. The Secretary oversees payroll-related tasks, including increment letters and education allowances, and ensures compliance during the onboarding process.

Additionally, the Secretary coordinates meetings, documents proceedings, and organizes important communications, including circulars and inter-office memos. Providing administrative support, managing Foundation letterheads, and assisting with audit requirements and confidential records further highlight the Secretary's integral contribution to organizational efficiency and governance.

**Employee Documentation Management**
- Prepare and issue appointment, contract, resignation, and termination letters.
- Maintain and update employee personal files and service letters.

**Payroll and Allowance Administration**
- Draft increment letters and manage long service allowances.
- Process education allowance requests upon approval

**Onboarding and Offboarding Compliance**
- Ensure proper onboarding documentation and personal file maintenance.
- Issue service letters for various requests (e.g., residence proof, employment verification).

**Meeting Coordination and Documentation**
- Attend EC meetings, prepare minutes, and manage documentation for AGM and GC meetings.
- Organize scholarship committee meetings and prepare related letters.

**Internal Communication and Circulars**
- Prepare and circulate official circulars for important events.
- Draft inter-office memos and maintain logs for official documents.

**Administrative Support and Oversight**
- Track and manage Foundation letterheads and prepare purchase orders.
- Assist the Executive Assistant with various tasks, including interview arrangements.

**Audit and Compliance Support**
- Provide necessary documents during audits and manage confidential records related to Foundation properties.
- Oversee stock-taking procedures and maintain inward/outward registers**.**

**Time & attendance, Leave Management**
- Collate the leaves from the Appex and Leave registers monthly and provide the data to finance for salary processing.
- Coordinate with the HOD’s for completion of the Monthly Leave data and regularization.
- Collate the data for the yearly Leave encashment.

Pay: ₹30,000.00 - ₹50,000.00 per month

**Benefits**:

- Commuter assistance
- Leave encashment

Schedule:

- Day shift

Ability to commute/relocate:

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

**Education**:

- Bachelor's (required)

Work Location: In person

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