Job Description

Job Description

Job Description

Job Title: Secretary with Executive Assistant Experience

Location: Richardson, TX 75082 (Onsite)

Duration: 12+ Months

Purpose of the Role:

Conduct and organize administrative duties and activities including receiving and handling information, organizing meetings, managing calendar etc. with an objective of providing administrative support to unit head or head in specific and to the unit as required.

Additional Requirements, if any

• Fair comprehension of company's business, superior's work and internal and external official network including client base
• Understanding on overall functioning of the Unit and its business

Areas of Responsibility

1. Meeting Coordination and Organization

The Secretary will, for the unit head and DMs connect with the stakeholders to check availability, send timely meeting invites to the stakeholders and book conference room and telecon if required. S/He coordinates with other secretaries to schedule a meeting between other unit head, external- schedule review or other calls for the superior with clients or external consultants, contacts counter parts from the external organizations, checks timelines and arranges stationary well before the meeting when required.

2. Calendar Management

The Secretary tracks calendar of the manager to ensure that his time is effectively utilized, accommodates adhoc meetings and change of schedules while managing superiors time and identifies and prioritizes the meetings to ensure that visitor's time is also respected.

3. Travel Planning

The Secretary plans for Unit head and DMs travels, plans for outstation travels including tracking of Visa expiry dates, interacts with travel desk to design the Itinerary for travel, arranges for hotel bookings and Travel Settlement, in case of onsite travel coordinates with the onsite SPOCs for the agenda to finalize the itinerary and books cab and accommodation for DC visits.

4. Unit Administration

The Secretary attends telephone calls, follows up on any action items, if required, updates the Key contact details, maintains all reports, scorecards and other important documents, owns the various Unit group mailing lists and ensures that they are current, coordinates with the Purchase and finance teams to process PO and arrange the payment, organizes the guest passes for the visitors, updates the welcome board, ensures accommodation for visitors in ECC while interacting ECC personnel, coordinates and organizes quarterly unit offsite while interacting with DC representatives, facilities team, transport team, catering team, external vendors for gifts for speakers from other units or external forums, coordinates RnR activities. To facilitate client travel, s/he creates invite letters to get the visa while taking inputs from presales team.

Knowledge, Skills required for the role

• Knowledge: Knowledge and experience of relevant software applications - Excel, Word, PowerPoint etc., knowledge of administrative and clerical procedures, proficient in spelling, punctuation, grammar and other English language skills, proven experience of producing correspondence
• Skills: Excellent Verbal and written communication skills, flexibility, attention to detail, confidentiality, planning and organizing, time management, interpersonal skills, customer-service orientation, reliability, stress tolerance, Adaptability, Networking and required typing speed

Performance Measures

1. Meeting Coordination and Organization

• Quality of meetings
• Time utilization

2. Calendar Management

• Time utilization

3. Travel planning

• Timely travel settlements
• Superior's travel experience with respect to bookings and other travel arrangements

4. Unit Administration

• Timely and effective closure on action items

Additional Criteria for Higher Proficiency:

Knowledge:

• Highly proficient in MS Office or equivalent applications

Skills:

• Additional to the basic skills required, one should have excellent coordination skills
• Should be able to come up with alternate action plans for the seniors to help them handle time and resources better
• Ability to influence people in authority for coordination changes independently

Tasks:

• Independently able to handle Coordination and organization
• Calendar management
• Travel planning and unit administration
• Handle Client Visit Management at a senior level
• Interface with the clients' office independently
• Overall Unit Management coordination
• Organize various events i.e. unit offsite and handles visits of the other important guests and officials

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