Job Opportunity for Secretary to Function Heads at Azim Premji Foundation in Bengaluru

The Azim Premji Foundation is deeply committed to the cause of equity, justice and sustainability. These concerns demand intense action and deep learning, along with active engagement of communities and responsible governance. In a sense, this calls for a rebirth of the collective passion that once energized the country’s independence movement. Our programs are driven by this vision. We do not underestimate the challenge. We listen to and learn from the voices of skepticism and caution. But this mission is too important and too urgent for us not to embrace it completely.

The Foundation’s strategy has an ambitious scale and is characterized by (1) creation of knowledge and talent in education and development domains through the Azim Premji University (2) Practice that would include collaboration with the Government, setting up district resource centers and Foundation’s own schools (3) A Large Network of Partners with shared philosophy and agenda for social change – actively facilitated by the Foundation and (4) Advocacy and communication of great reach and depth.

The realization of the Foundation’s vision would involve the engagement of thousands of competent professionals committed to social change.

The Foundation currently works in more than seven states across the country.

About the role

The incumbent would report to Functional heads at the Foundation. The role involves providing administrative support to 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

· 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.

· Provide day to day secretarial support by organizing and managing administrative and logistical arrangements.

· 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 a must.

· Minimum 7 – 10 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