Required Secretary - Chennai

Key Responsibilities

1. Administrative Support

• Provide general administrative support to management or department staff.
• Maintain and organize files, records, correspondence, and documentation (both physical and digital).
• Prepare reports, memos, letters, presentations, and other documents as needed.

2. Communication and Correspondence

• Handle incoming calls, emails, and messages and respond or redirect them appropriately.
• Draft and send official letters, emails, and notices under supervision or on behalf of managers.
• Maintain professional and courteous communication with clients, vendors, and internal staff.

3. Scheduling and Calendar Management

• Manage diaries, calendars, and appointments for executives or department heads.
• Schedule meetings, conferences, travel, and events, ensuring all logistics are well-organized.
• Send reminders, prepare meeting agendas, and take minutes during meetings when required.

4. Office Coordination

• Order and manage office supplies and inventory, ensuring availability of stationery and essentials.
• Coordinate with facility and support staff to maintain cleanliness, maintenance, and equipment functionality.
• Help organize internal office functions, team-building events, or training sessions.

5. Record-Keeping and Data Management

• Maintain accurate records of business transactions, meeting minutes, and confidential files.
• Enter, update, and retrieve data from company systems, spreadsheets, and databases.
• Ensure proper documentation and compliance with company policies and filing procedures.

6. Travel and Itinerary Arrangements

• Arrange travel bookings, accommodation, and transport for executives or visiting staff.
• Prepare travel expense reports and manage reimbursement processes in coordination with finance teams.
• Keep track of travel itineraries and ensure all travel documents are prepared in advance.

7. Confidentiality and Discretion

• Handle sensitive documents and confidential information with discretion and integrity.
• Exercise good judgment in managing and sharing information with appropriate individuals.