Secretary

Skills & Competencies:

Exceptional Organizational Skills:

Highly organized, meticulous attention to detail, and ability to manage multiple tasks and priorities effectively.

Discretion and Confidentiality: Proven ability to handle highly sensitive and confidential information with integrity and discretion.

Communication Skills: Excellent verbal and written communication skills with a professional and articulate demeanor.

Proactivity and Initiative: Ability to anticipate needs, take initiative, and work independently with minimal supervision.

Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.

Familiarity with virtual meeting platforms (e.g., Zoom, Microsoft Teams).

Time Management: Superior time management and prioritization skills to meet tight deadlines.

Interpersonal Skills: Strong interpersonal skills with the ability to build rapport and work effectively with diverse individuals.

Problem-Solving: Resourceful and adept at problem-solving, with a solutions-oriented approach.

Professionalism: Maintain a high level of professionalism, poise, and composure at all times.

Adaptability: Ability to adapt to changing priorities and a dynamic work environment.

Working Conditions: Primarily office-based.

May require occasional extended hours to meet deadlines or support MD's schedule.

Scope Of Work:

Administrative Support: Manage and maintain the MD's complex calendar, including scheduling appointments, meetings, and conferences, and ensuring timely reminders.

Coordinate domestic and international travel arrangements, including flight bookings, accommodation, visas, and transportation.

Prepare and manage correspondence, reports, presentations, and other documents, ensuring accuracy, proper formatting, and adherence to company standards.

Handle incoming and outgoing communications (emails, calls, mail) with professionalism and discretion, prioritizing and directing as necessary.

Maintain an organized and efficient filing system (both physical and digital) for important documents, contracts, and confidential information.

Process expense reports and manage petty cash for the MD's office. Order and maintain office supplies for the MD's office.

Meeting Management: Schedule and coordinate internal and external meetings, including booking venues, arranging necessary equipment, and sending out invitations.

Prepare meeting agendas, circulate pre-reading materials, and take accurate minutes of meetings.

Follow up on action items from meetings to ensure timely completion.

Communication & Liaison: Act as a primary point of contact for internal and external stakeholders, including senior management, employees, clients, and partners. Draft and proofread communications on behalf of the MD.

Facilitate effective communication flow between the MD and various departments/individuals.

Information Management & Research: Conduct research and gather information as requested by the MD.

Prepare summaries, briefings, and presentations based on research findings.

Maintain confidentiality of all sensitive information.

Project Support: Assist the MD in various projects and initiatives as needed, including tracking progress and coordinating with relevant teams.

Support the preparation of project reports and presentations.

Personal Assistance (as required): Occasionally assist with personal errands or tasks that directly support the MD's ability to focus on professional responsibilities.