Ideal Experience range: 5 - 8 yearsEducation Qualification: Graduate degree in any discipline with a Secretarial course from a reputed and recognized institute or relevant experience in the Secretarial/ Administration function.General Responsibility:- Serve as a SPOC for the Partners and their respective teams for both internal and external stakeholders including coordination with clients and collaboration with the internal team.Calendar Management:- Manage the calendars of the assigned Partners with an overall understanding of business priorities to offer alternatives, trade-offs and consideration of the most efficient use of the Partner’s time and provides a timely reminder as necessary. - With minimal instruction, proactively follow up on emails when copied, and determine the most appropriate next steps from a scheduling standpoint.Travel Management:- Organize international and domestic travel arrangements; anticipates and coordinate point-to-point travel and logistics needs, commuting time and ground transportation, passport and visa processing of Partner & the team.Expense and Time Sheet:- Create/Update client details in the Timesheet Software - Update timesheet records and expense entries for the Partners - Generate Invoices from the system and liaison with the Partner and the client for timely generation of invoices. - Maintain weekly/monthly/quarterly client reports as per the need of the team and the partner.Billing:- Create & issue invoices using the internal billing software to issue invoices to clients. - Prepare credit memos. - Follow up on outstanding payments. - Monitor all payments and prepare monthly billing reports.Administrative Support:- Assist assigned Partners in other administrative tasks to leverage time, which may include preparing reimbursement, and medical insurance claims. - Keep track of travel days associated with tax filing overseas, client contact list, etc. - Provide professional support to clients, assist with settling in requirements and other logistic arrangement coordination, and greet as appropriate. - Schedule client team meetings and administrative meetings, telephone/video conferences (local and international), and client and internal events. - Correspond to routine emails, maintain diaries, take dictations, update the client contacts and maintain necessary filing systems.· Provide backup assistance to other Executive Assistants and reception desk as needed.Required Skillset:- Book keeping skills - Analytical and problem-solving skills - Decision-making skills - Excellent communications skills - Good computer skills including the ability to operate computerized accounting, spreadsheet, and word processing programs with high proficiency. - Ability to function well in stressful situations. - Good interpersonal skills - Time management skillsBehavioral Competency:- The incumbent must maintain strict confidentiality in performing the duties. - Honest and sensitivity - Ability to work flexible hours. - Good work ethics - Self-starter, motivated, and capable of working with minimal direction. - Display a high level of confidentiality, discretion, sound judgment, tact, and diplomacy.
Job Title
Secretary