Secretary To Managing Director

Job Description

Role & responsibilities Setting and managing the daily schedules and calendars of the Director. Preparing and/or editing documents, such as expense reports, memos and invoices of the Director. Creating spread sheets, managing databases and preparing presentations. Order necessary office supplies and managing stocks Managing mails, video conferencing, and other communications. Reviewing incoming documents. Conducting research training and/or supervising clerical workers. Answering calls and taking messages. Welcoming all visitors of the Director and interacting with them. Managing or scheduling the appointments. Arranging meetings and other events. Performing basic bookkeeping/clerical duties. MIS Reports. Minutes and Conference. Others Jobs as Assigned. Travel Arrangements: Planning schedules, and documentation, Air Tickets (Domestic and International) and VISA Processing etc. Check & Reply Emails on behalf of Managing Director. Handling all vendor communications, follow-up, invoice verifications and payment processing. Directors daily/weekly/monthly follow ups. Maintain Directors agenda and assist in planning appointments, board meetings, conferences etc. Others Jobs as Assigned. Helping out in drafting letters. Answering calls in a prompt courteous manner. Administration responsibilities include : Petty cash bills, billing entries, handling petty cash register, inventory of the Director's office, receiving incoming calls, making outgoing calls, sending couriers, receiving couriers, letters, overlook housekeeping staff and ensure everything is set perfect. Reservations: reservations of conference rooms/Reservations of hotels/discussion rooms/ dinners/luncheons/High Tea Parties/etc.,/Agenda planning and conference planning/Arranging conferences and conference rooms preparations, Reminders ahead of event/Catering of food and snacks/ Reservations and organizing other concierge related services. Prepare invite letters for events and organize the event. WORKSPACE:-Workspace Planning -Cube/Cabin allocation for new hires/visitors Preferred candidate profile Candidates worked with construction industry preferred Perks and benefits As per the market standards