Administrative Secretary

**Greetings from TerryKart**

We are hiring an energetic and capable Administrative Secretary to assist us with office administration. To ensure success as an Administrative Secretary, you should possess excellent communication skills and demonstrable experience in a secretarial role. Outstanding administrative secretaries are highly organized in performing a wide array of administrative duties. And you will be reporting to the board of director.

**Administrative Secretary Responsibilities**:

- Reporting to management and performing secretarial duties
- Liaising with internal departments and communicating with the public
- Arranging and scheduling appointments, meetings, and events
- Monitoring office supplies and ordering replacements
- Observing the best business practices and etiquette
- File and retrieve corporate documents, records, and reports
- Greet visitors, determine the purpose of the meet and schedule accordingly
- Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work
- Prepare agendas and make arrangements for committee, board, and other meetings and ensure meetings are effectively organised
- Compile, transcribe, and distribute minutes of meetings. Attend meetings in order to record minutes
- Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution
- Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software
- File and retrieve corporate documents, records, and reports and maintaining databases
- Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work
- Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors
- Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives
- Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures
- Meet with individuals, special interest groups and others on behalf of executives, committees and boards of directors
- Manage and maintain executives' schedules
- Set up and oversee administrative policies and procedures for offices and/or organizations
- Supervise and train other staffs if required
- Make official travel arrangements
- Interpret administrative and operating policies and procedures for employees
- Preparing facilities and arranging for events, if required

**Requirements**:

- Any UG or PG Degree or similar field
- Formal qualification in office administration, secretarial work, or related training certification
- 1-2 years of experience as an Administrative Secretary or relevant role
- Advanced proficiency in managing documents, spreadsheets, and databases
- Ability to liaise internally and externally on administrative matters
- Working knowledge of printers, copiers, scanners, and fax machines
- Excellent knowledge in using MS Office tools (Word, Outlook, Excel, PPT), typing skills
- Proficiency in appointment scheduling and call forwarding systems
- Must have excellent written and verbal communication skills in English, Tamil. Hindi would be an added advantage
- IT literacy, phone etiquette
- Exceptional interpersonal skills, organizational skills, time management

Schedule:

- Day shift

Ability to commute/relocate:

- Chennai - 600119, Tamil Nadu: Reliably commute or planning to relocate before starting work (preferred)

**Language**:

- English (required)
- Tamil (required)
- Hindi (preferred)