Secretary to CEO

Position: Secretary to CEO
Location: Mumbai

Role Objective: To provide high-level administrative support to the CEO TriDepartment (R&D CCDCADECQA) ensuring efficient operation of the office facilitating effective communication and enabling the CEO to focus on strategic tasks by handling operational and administrative responsibilities.

Responsibilities:

1. Administrative Support:
I. Manage and maintain the CEO’s calendar including scheduling appointments meetings and travel arrangements.
II. Prepare and organize meeting materials agendas and minutes ensuring timely distribution and follow-up on action items.
III. Handle incoming and outgoing correspondence including emails phone calls and mail ensuring prompt and professional responses.

2. Office Management:
I. Ensure the smooth operation of the CEO office by managing supplies equipment and office environment.
II. Coordinate with other administrative staff and departments to facilitate seamless office operations.
III. Implement and maintain effective filing and documentation systems.

3. Communication:
I. Act as a liaison between the CEO and internal/external stakeholders maintaining clear and effective communication channels.
II. Draft review and edit reports presentations and other documents as
needed.
III. Represent the CEO in meetings and events when required.

4. Confidentiality and Professionalism:
I. Handle sensitive information with the utmost confidentiality and discretion.
II. Maintain a professional demeanor and appearance reflecting the values and standards of the organization.
III. Adhere to organizational policies and procedures ensuring compliance at all times.

5. Claims and Travel Expense Reports (TER):
I. Prepare review and submit expense claims and TERs for the CEO ensuring accuracy and compliance with company policies.
II. Track and reconcile expenses providing timely reports to the CEO.
III. Liaise with the finance department to resolve any discrepancies or issues related to claims and TERs.

Skills and Competencies:
I. Organizational Skills: Ability to manage multiple tasks and priorities effectively.
II. Communication Skills: Strong written and verbal communication skills.
III. Attention to Detail: High level of accuracy and attention to detail in all tasks.
IV. Problem-Solving: Proactive approach to identifying and resolving issues.
V. Technological Proficiency: Proficiency in office software and tools such as Microsoft Office email management and scheduling systems.
VI. Discretion: Ability to handle confidential information with integrity and professionalism.

Performance Metrics:
I. Timeliness and accuracy of administrative tasks.
II. Feedback from the CEO and stakeholders.
III. Efficiency in managing the CEO’s schedule and priorities.
IV. Successful completion of projects and initiatives.
V. Maintenance of a professional and organized office environment.

REQUIREMENTS FOR the PROFILE

I. Proven work experience as a Secretary or Administrative Assistant
II. Familiarity with office organization and optimization techniques
III. High degree of multi-tasking and time management capability
IV. Excellent written and verbal communication skills
V. Integrity and professionalism
VI. Proficiency in MS Office

JOB REQUIREMENTS
Education Experience
Graduate in BCom/BA/Bsc
3-5 years’ experience handling senior stakeholders