Executive Secretary To CEO
Coastal Investment Group
Total years of experience :12 years, 1 Months
• Carrying out administrative duties as necessary.
• Manage and arrange new meetings and appointments.
• Prepare and disseminate correspondence, memos and forms.
• File and update contact information of employees, customers, suppliers and external partners.
• Develop and maintain a filing system.
• Check frequently the levels of office supplies and place appropriate orders.
• Make travel arrangements and Visa process for CEO & his family.
• Undertake occasional receptionist duties ensuring an accurate, efficient and polite service to all users.
• Ensures the timely completion of all other administrative requirements.
• Stock Checking.
• To prepare and post all outgoing mail.
• To provide secretarial and administrative support to the CEO and Managers.
• General administration/clerical support including courier, photocopying, scanning, typing, mail-outs, stationery and equipment supplies and filing.
• Liaising with colleagues and other external contacts to book travels.
• Preparing LPO’s and Memos.
• Managing Vehicle Insurance, Salik and Traffic Fines.
• Managing all the files & records to the office in good order, to be able to retrieve information when needed.
• Systemizing the individual employee’s files and ensuring all the information is up to date.
• Handling day-to-day office work like typing, emailing, faxing, receiving and sending of courier packages.
• Participating in recruitment.
• Posting job ads and organizing resumes and job applications.
• Scheduling job interviews and assisting in the interview process.
• Ensuring background and reference checks are completed.
• Preparing new employee files.
• Maintaining current HR files and databases.
• Entering day to day accounts and journal entries.
• Handling petty cash vouchers & preparing bank reconciliation statements.
• Preparing receipt voucher entries.
• Managing supplier invoices and preparing payment certificates.
• Manage and process payroll of all staff and labours.
• Coordinating with Project Managers and updating suppliers regarding LPO’s and outstanding payments.
• Updating, processing and filing of all documents
• Attending calls and maintaining on-going follow-ups with suppliers.
• Carrying out general accounting and administrative duties as necessary
• Meeting and greeting clients and visitors to the office.
• Providing administrative support/assistance to department staff members as & when required.
• Monitoring the outstanding transmittals on a weekly basis.
• Managing all the files & records to the office in good order, to be able to retrieve information when needed.
• Systemizing the individual employee’s files and ensuring all the information is up to date.
• Handling day-to-day office work like typing, emailing, faxing, receiving and sending of courier packages.
• Sorting and updating contacts.
• Preparing cash vouchers and petty cash statements.
• Supervising the work of office juniors and assigning work to them.
• Handling incoming and outgoing calls, all correspondence and managing filing.
• Organizing business travel, itineraries and accommodation for managers.
• Updating and maintaining the holiday, absence and training records for all staff.
• Raising purchase orders and managing invoice tracking.
• Setting up and coordinating meetings and conferences.
• Updating, processing and filing of all documents.
• Coordinate with courier, order and manage stationary orders and manage maintenance companies.
Advanced Diploma In Leadership Development
Mangalore University