Secretary to Director

Our client is an e-retailer of wellness products and provider of personalized ayurvedic consultation to its client.

• Managing Director’s calendar, tasks, calls and assessing the priority of appointments and reallocation as necessary
• Maintaining executive’s agenda and assisting in planning appointments, board meetings, conferences, etc.
• Attending meetings and preparing “Minute of Meetings”, organizing meetings with timely reminders and ensuring that the Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers
• Managing Directors' and other accompanying guests' travel arrangements (including visas/ accommodation)
• Maintaining Director’s office systems, including data management and filing
• Ensuring necessary documentation of tasks and projects as advised and required as per good documentation practices
• Maintaining records of the Director’s contacts, screen calls inquiries and requests and dealing with them when appropriate
• Supervising all incoming/ outgoing mail
• Assisting Director in researching and following up with the action on matters which fall within the Director’s responsibility– chasing responses, triggering follow-up action
• Producing documents, briefing papers, reports and presentations for the Director
• Meeting and greeting visitors empathetically at all levels of seniority
• Assisting the Director in connecting to various people over the phone and dial-ins
• Handling sensitive and complex issues in a professional and objective manner

What you need to have:

• Bachelor’s degree or Vocational degree or diploma
• 1-2 years of proven experience as executive secretary or similar administrative role
• Excellent IT skills, including a working knowledge of presentation software packages, preferably MS Office, Google Workspace and PowerPoint
• Strong ability to organize effectively, delegate responsibility, solve problems quickly and communicate clearly
• Administrative qualities to manage smooth office operations
• Basic research capabilities
• Ability to operate calling software
• Good listening skills
• Ability to enable professional interactions with a wide range of contacts, both internal and external
• Excellent time management, communication skills, interpersonal skills and organizational skills
• Good negotiation skills and problem-solving skills
• Excellent attention to detail, with the ability to maintain a high level of accuracy
• A flexible, proactive approach to work including the ability to prioritize and re-prioritize
• Ability to deal with sensitive information with discretion and to maintain confidentiality
• Good professional outlook towards task closure
• Confidence when interacting with seniors and people with authority