Executive Secretary to Director
A known Apparel Design, Manufacture & Retail Company
Total des années d'expérience :16 years, 2 Mois
Provide high-level secretarial & administrative support to Director.
Prepare reports, presentations and correspondence accurately and swiftly by collecting and
analysing information.
Perform accurate research and analysis.
Coordinate arrangements for meetings and conferences as assigned; make travel arrangements, if
necessary.
Take dictation and write correspondence.
Compile, proofread and revise drafts of documents and reports.
Daily record keeping and filing of documents.
Answer and screen telephone calls, and respond to emails, messages and other correspondence.
Operate and maintain office equipment.
Professionally greet and receive guests and clients.
Managing the employees visa, CPR and passport renewals, leave, air ticket and loan
formalities
Direct all hiring of new employees and keep employee handbook current
Process Expense reports in a timely manner and in accordance with accounting department
standards and policies.
Perform general office duties such as ordering supplies, maintaining copy.
Complete other duties and tasks as assigned.
Major Highlights
Secretarial support to CEO
Administrative support to Division
2 | P a g e
Job Description
Secretarial Support to CEO
Schedules and coordinates appointments, meetings, and events, including preparation of
necessary documents, arrange conference rooms, registration and travel arrangements as
necessary.
Conduct Research and prepare presentations and reports as assigned
Prepare correspondence to the Board of Directors and other Corporate Governance documents
Prepare Memos, Agenda & Minutes for Safety, Security, Management and Board Meetings
Assist in various new projects by preparing comparison studies, statistical reports, review and
track changes of commercial contracts, performance bonds, refund guarantees etc
Organize and coordinate Events, Exhibitions, Annual General Meetings etc
Prepare detailed, complex and confidential letters/ proposals to Government Officials like
GOP, BHR, CBB, SIO, MOIC etc
Acts as a custodian of Board meeting minutes, Board resolutions, Administrative Code
updates and other regulated documents.
Assists in the completion of various forms, notices, press releases and other
communications, which may require posting and/or publication.
Prepare Management report/proposals, which require input from all departments and is
presented to the Board of Directors.
Maintain hard copy and electronic filing system
Manage travel, hotel arrangements and prepares travel expenses reports for Accounts
department to process
Transcribes dictation from CEO
Receive and screen phone calls in CEO’ office and redirect them when appropriate
Handle and prioritize all outgoing or incoming correspondence in CEO’s office (e-mail,
letters, packages etc.)
Coordinates all department and office management activities and exhibits willingness to ensure
successful inter-departmental relationships.
Administrative Support to Division - TEAMS
• Forecast the requirements on Foreign Purchases based on the current Inventory, Market demand
and previous Sales Analysis
• Prepare Quotation, Local and Foreign Purchase Orders
• Negotiation with logistics companies for better Freight quotations in terms of price and delivery
period
• Coordinate with logistics companies for the import, customs clearance of all shipments via Sea,
Air and Land. Track shipments & ensure timely delivery of international shipments via LTL
and FTL partners.
• Verify Shipping documents & Customs documentations such as Commercial Invoice, Delivery
Note, Certificate of Origin, Packing List etc
• Prepare the Goods Received Note, Landed Cost Sheet for Foreign Purchases
• Prepare Internal Stock Issue voucher and Costing for Workshop Assembly
• Follow up with store & transport department for delivery of goods on the site on time
• Liaise with Bank, process payments in Letter of Credits and ensure that Supplier’s being paid
on-time
• Responds to Customer enquiries on availability of stock, pricing, delivery & payments terms
• Support Sales Team for new enquiries, by preparing submittals for project sales
• Contact suppliers to resolve missed deliveries, short shipments and pricing discrepancies
• Handling Customer Product Complaints effectively in coordination with management,
technical staff and supplier if needed
PRIMARY RESPONSIBILITIES:
• Provide reliable and accurate support to the General Manager, high-level executives and
management with Secretarial duties.
• Liaising with banks for discounting various trade finance instruments as LC, BG etc.
• Assists in various projects developments and preparing presentations.
• Assists General Manager on customer inquiries and problem resolution.
• Assures departmental operations within budgetary guidelines.
• Analyze customer needs and propose service offerings
ADDITIONAL RESPONSIBILITIES:
• Monitors the employee hiring process, with appropriate number of qualified staff to
meet the needs of the organization
• Manage and co-ordinate general applications from employees for leave, RP & CPR
renewal, loan etc., handling employee inquiries and maintaining proper records
• Manage vehicle insurance and traffic correspondence
• Receive and dispatch a company mail, couriers and maintain the necessary records
• Department Stationery controller and other duties as assigned
The Bajaj Capital Group is one of India’s premier Investment Advisory and Financial Planning
Company offering advice on Investments, Insurance, Tax Saving, Financial Planning and other
services.
• Financial planning for various HNI and walking customers and advice them with proper
investment plans.
• Process applications & Cash receipts
• Managing Branch Payroll Administration, Branch petty cash, authorizing branchexpenses
• Communicate and coordinate with Head office and other internal departments
• Preparing financial planning presentations for the sales team members based on the customer
needs.
• Keeping records of branch sales targets & achieved figures and send reports to management
• Ensuring supreme services to the customers provided by salesteam.
AmSure Insurance Agency LTD is a 50-50 joint venture between Hollard Insurance from South
Africa and Amway India Enterprises.
• Administering the whole officefunctions
• Proficient in handling operations and compliance by the rules and regulations laid by
governing bodies
• Conducting product trainings and motivating the distributors in to their business
• Organizing and conducting product promotional activities
Achievements:
• Awarded for sourcing maximum business fromthe region (Kerala)
• Awarded for clearing Argentum(certification) in pursuit of knowledge
Tata AIG Life is a joint venture of the Tata Group and American International Group, Inc. (AIG). Tata
AIG Life combines the Tata Group’s pre-eminent leadership position in India and AIG’s global
presence as one of the world’s leading international insurance and financial servicesorganization.
• Collecting leads from the Corporate Agencies such as Banks & Brokingchannels
• Using those references makes appointment with the client’s
• Make Sales Presentations, do the follow up’s and close the order
Projects
Done
• A research study on Advertisement effectiveness of Mudra Communications Pvt. Ltd, Cochin,
with special reference to Muthoot Gold Power advertisements
• Study conducted on Organizational structure at Hindustan Latex Ltd, Trivandrum, India