Executive Secretary to the Team Leader
SMEC International Consultancy Pty Ltd.
Total years of experience :9 years, 8 Months
Highlights:
• Merited “Dedication and Appreciation” award in 2013 for providing strong support to professional and management staff in executing on-going office operations.
Key Responsibilities:
• Handled entire spectrum of administrative duties like office coordination, scheduling meetings, preparing and maintaining office records, reports, and organizing the work schedule for team leader.
• Courteously received visitors and telephone calls, scheduled appointments, and provided information to callers acquiring knowledge of office operations or team leader’s point of view.
• Scheduled and illustrated the agenda of meetings to streamline the discussion, compiled and prepared the minutes of such meetings and get it duly signed by participating members.
• Prepared an array of weekly/monthly/yearly reports, performance reports etc., and tracked timely performance of services to facilitate in formulation of strategic plans/policies.
• Kept the Team Leader updated regarding the current statues of the project by mediating extensively with project managers and sending official data requests to requisite entities.
• Administered routine business activities like channelizing mails/messages/issues to respective staff/department, attending meeting on behalf of executives and regularly updated the seniors on the minutes of such meetings.
• Provided strong back-end support to Team leader by booking rooms/conferences, liaising with staff, organizing and maintaining stationery, making travel reservations while maintaining confidentiality and job integrity.
• Maintained requisite documents, files, databases, etc. and verified accuracy of data and other records and documents and duly updated the same in the system and ensured conformance to legal/legislative policies.
• Communicated effectively with other departments and resolved their discrepancies by researching and interpreting organizational policies, applied observations and recommendations to resolve operational issues.
• Maintained and upgraded job knowledge by routinely reading professional publications, trade journals, and relevant literature, attending conference, seminars, association meetings and establishing personal networks.
Key Responsibilities:
• Planned, developed, and coordinated the execution of program policy, procedures, and operations of all secretarial practices for the office and Senior Management.
• Ensured clear communication pertaining to all incoming telephone calls/ messages to senior management and assured confidentiality of all such communication.
• Established updates and maintained minutes of meeting and dictation taken in order to update and track information.
• Performed general office and telephonic duties, arranged appointments and responded to telephone, mail, e-mail/website or fax on daily basis.
• Arranged meetings, conferences and conference telephone calls for senior management and maintained dairy and regular update of all contacts.
• Scheduled appointments, made travel arrangements, prepared travel expense statements, handled all visa arrangements and accommodation upon senior’s requests.
• Served as administrative liaison, provided administrative support, which included daily maintenance of office, communication system, filing, correspondence, copying, etc.
• Communicated and interacted professionally and cordially with clients, management, and staff.
Key Responsibilities:
• Assisted management in all facets of office administration, maintenance, by providing both clerical and secretarial services for smooth-running of businesses.
• Involved in coordination and implementation of office procedures, served as liaison between management and staff and routinely updated management on various office issues and projects.
• Performed common business tasks such as word processing, copy typing, letter typing, e-mailing, photo copying by using a variety of software packages and office equipment.
• Systematized meetings, by booking conference rooms, organizing office supplies, listing agenda of meeting and liaising with members for attendance in addition to taking minutes and keeping notes.
• Performed other administrative duties like maintaining stock of office supplies, conducting repair services, facilitating communications, managing paper-work, and ensured conformance to company policies at all times.
• Maintained /updated files/ file index and also managed hard copy/electronic files and records.
Key Responsibilities:
• Served as administrative liaison, provided administrative support, which included daily maintenance of office, communication system, filing, correspondence, copying, etc.
• Received and screened visitors / telephone calls, provided information, handled issues that required sensitivity used sound independent judgment and interpreted policies, rules/procedures accordingly.
• Prepared travel/training requests; made/confirmed travel and other arrangements for conferences/business trips, compiled expense reports and prepared post-travel memorandum.
• Ascertained all communications and notices are circulated among the staff, established work procedures and schedules, and kept track of the daily work of clerical staff.
Key Responsibilities:
• Managed day-to-day operations of office like maintaining files and records, scheduling meetings, handling correspondence for maintain a professional working environment.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Moderated office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
Other Professional Experiences:
• May 2010 - June 2010, IIFA Media Help Desk/Briefing, IIFA AWARDS, Sri Lanka.
• November 2007, Liaison Officer for Commonwealth Games Federation 2014 Assembly Colombo, Srilanka.
• 2006, Protocol Assistant/Liaison Officer for the VIP Delegates - Doha Asian Games 2006 - Doha Qatar.
Currently Pursuing
