Secretary To Director

Job Description

Roles and Responsibilities: 1. Administrative Support: * Calendar Management: Organizing the Directors schedule, booking appointments, meetings, and events, ensuring there are no conflicts. * Travel Arrangements: Coordinating domestic and international travel, including flights, accommodations, and transportation. * Meeting Coordination: Organizing and preparing for meetings, ensuring agendas, documents, and other materials are ready. * Task Prioritization: Handling multiple priorities and ensuring the Director's time is optimally managed. 2. Communication Management: * Email and Correspondence: Screening, managing, and drafting emails and letters on behalf of the Director. * Liaison: Acting as the point of contact between the Director and employees, clients, and stakeholders. * Phone Calls: Handling and screening calls, routing important information to the Director as required. 3. Document Preparation: * Reports and Presentations: Preparing reports, presentations, and other documents required by the Director. * Minute Taking: Attending meetings, taking detailed notes, and distributing minutes and action points. * Document Management: Maintaining an organized filing system for both electronic and physical documents, ensuring easy access to critical information. 4. Confidentiality and Discretion: * Maintaining the confidentiality of sensitive company and personal information. * Managing confidential files and handling sensitive matters with professionalism. 5. Project Assistance: * Project Coordination: Assisting in the planning and execution of special projects or initiatives led by the Director. * Follow-ups: Ensuring that tasks and projects delegated by the Director are completed on time by following up with respective teams or individuals. 6. Internal and External Relations: * Stakeholder Management: Maintaining a positive relationship with key stakeholders, partners, and clients on behalf of the Director. * Event Management: Helping plan and organize internal and external events like conferences, workshops, or corporate events. 7. Office Management: * Supplies Management: Ensuring the Directors office is well-stocked with necessary supplies and functioning efficiently. * Facilities Coordination: Coordinating with the facilities team to ensure a well-maintained work environment for the Director and other key executives. 8. Time Management and Efficiency: * Anticipating the Directors needs and preparing accordingly, ensuring smooth day-to-day operations. * Maximizing the Directors time by proactively handling smaller tasks and ensuring that the Director can focus on high-level responsibilities. 9. Travel to Sites: * Travel to various sites and locations required, as per work requirements. Skills Expected at 2-3 Years of Experience: * Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and calendar management software like Google Calendar, Outlook, etc. * Communication skills, both written and verbal. * Organizational and multitasking abilities to handle competing priorities. * Discretion and professionalism in handling confidential matters. * Problem-solving and decision-making skills, particularly in managing sudden or urgent issues. This role requires a high degree of trust, reliability, and a keen ability to manage time efficiently, ensuring the Director can operate at maximum productivity.