Executive Secretary

2 weeks ago

Mumbai Maharashtra, India Warden Stimulation Services Full time

**Executive Support**

Work closely with the Director to provide administrative support, handle sensitive information with discretion and confidentiality including maintaining files and records and ensure the efficient operation of the office.

Maintain Calendar of appointments, coordinate and arrange business meetings, conferences, events, and various programs both inside and outside the office & ensuring that the duties of the executive office are carried out seamlessly

Screening phone calls, enquiries, requests, and handling them when appropriate.

Independently coordinate complex travel arrangements, typically involving multiple changes and destinations based on understanding of Director’s availability and obligations. Support with travel documentation and procedures (itineraries, Hotel Accommodations, Travel Insurance, Visa/Passport etc.)

Update itinerary/travel diary/frequent flier mileage statements, address books, telephone diary;
Maintain records of various subscriptions/expiry of credit cards, Insurance policies, membership of cultural/professional bodies, club & hotel subscriptions etc. and follow up for their timely renewals & payments

Keep track of upcoming Birthdays/Anniversaries of relatives, friends, and business associates

Drafting correspondence, speeches, presentations, policy manuals, press release materials and announcements for the executive office

**Meetings & Conferences**

Prepare meeting materials, including agendas, meeting minutes, presentations, and reports to keep the E. D. & P. informed and up to date before each meeting.

Coordinate and participate in conferences and team meetings as needed.

As and when required travel with the Director to provide general assistance during meetings and conferences

**Administrative & Accounting Support**

Extend wholehearted support during projects and carry out research and present the findings. Ensure deadlines are met and objectives achieved.

Supervise & delegate work to junior level staff including Secretaries, Assistants & effectively coordinate with them for the smooth running of the Executive office processes and systems.

Reconcile credit card statements, utility bills, and other billing information. Prepare spreadsheets & charts, maintain databases and submit reports to departments accordingly;
**Internal and External Communication**

**Other Responsibilities**

Ensure proper operation of all equipment’s in Directors cabin by completing preventive maintenance requirements, following manufacturer’s instructions, troubleshooting malfunction, calling for repairs & maintaining equipment inventories;
Maintain accurate office systems, procedures, including data management, filing

Identify areas of improvement through management discussions and meetings

Pay: ₹45,000.00 - ₹55,000.00 per month

**Benefits**:

- Cell phone reimbursement
- Health insurance
- Paid sick time
- Provident Fund

Schedule:

- Day shift
- Monday to Friday

**Experience**:

- total work: 5 years (required)

Work Location: In person

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