Job Opportunity for Executive Secretary at Azim Premji Foundation in Bengaluru

About the role

The incumbent would report to one/multiple heads of Functions at the Foundation. The role involves providing administrative support to all the managers on a day-to-day basis by handling information and task requests and performing Secretarial functions.

Role Title: Secretary to Function Heads

Job Responsibilities

• Provide day to day secretarial support by organizing and managing administrative and logistical arrangements.
• Manage calendars by efficiently planning meetings with proper coordination with others involved.
• Build a rhythm of meetings and keep track of the pending/incomplete meetings
• Manage the travel logistics of the Function Heads in India and if required, abroad – planning the travel, booking the tickets and accommodation, coordination for visa etc. in case of overseas travel
• Expense management – whole cycle of raising expenses, ensuring timely reimbursements and recording of the same for future reference.
• Keep constant track of pending tasks/ action items with reminders for follow-ups.
• Review and prioritize incoming phone calls, correspondences, mails and other communication
• Independently manage their offices in times of absence and keep them updated
• Provide a courteous and efficient interface to callers and visitors
• Prepare written /electronic correspondence & logs and maintain a filing system
• Planning and coordination of conferences/ external events.
• Handle confidential correspondence
• Maintain partner organization and employee databases for mailing & communication purposes.
• Perform other general clerical duties as required from time-to-time.

Qualification and Experience

• Bachelor’s Degree is must.
• Minimum 3 years experience in a similar role. 

Skills and Attributes

• Effective oral and written communication skills including active listening and accurate reading comprehension.
• Excellent computer skills and familiarity with Microsoft office
• Excellent interpersonal skills and ability to work with people
• Pleasant and calm exterior, punctual and regular work habits, open to learning
• Able to deal with high pressure and with top management both in private sector as well as Government.
• Skills in record keeping.
• Ability to maintain the high confidentiality.
• Excellent organizational and time management skills.
• Extremely organized, has a close eye for detail, able to think ahead and plan effectively 

Work Location: Bangalore