Secretary, Administrative​/Clerical

Ideal Experience range:  5 - 8 years

Education

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 skills

Behavioral

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.