Position: Executive Secretary (Recent Job)

Job Description

• Handle incoming calls and queries of Executive Director office.
• Dealing with incoming email, faxes and post, often corresponding on behalf of the Executive Director and Compose letters and memorandum in response to incoming mail or calls.
• Add appointments / send reminders on respective appointments and invitations to Executive Director and alert Executive Director about cancelations or new meetings.
• Providing general office support in scanning, formatting, typing, translation, fax, email etc. 
• Follow up on status of report and assignment with concern HOD's, if needed or requested by Executive Director.
• Make domestic and foreign travel arrangements: prepare itineraries, prepare and compile travel vouchers, maintain and travel records, renewal of licenses / passports, visas etc. for Executive Director.
• Coordinate recreational trips and activities of guests, when needed.
• Read and summarize reports of various documents, required by management on management’s instruction.
• Conduct Research and prepare analysis report.
• Prepare statistical reports on request of Executive Director.
• Prepare agenda for meetings if needed.
• Prepare confidential and sensitive documents.
• Schedule meetings and arrange conference rooms as per meeting requirements.
• Arrange for outgoing mail and packages to be picked up.
• Determine matters of top priority and handle accordingly.
• Take and compile meeting minutes or dictation and circulate to all concerned.
• Plans events and volunteer activities as requested.
• Maintain hard copy and electronic filing system.

Job Specification

Proven 2 years experience as an executive assistant/secretary or other relevant administrative support experience.
In-depth understanding of entire MS Office suites.
Ability to organize a daily workload by priorities.
Must be able to meet deadlines in a fast-paced quickly changing environment.
Professional level verbal and written communications skills.
Good Interpersonal Skills.

Apply Instruction

Candidates are requested to apply with an updated CV at [email protected]

Note: Please mention the position as "Executive Secretary" on the subject.