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Executive Secretary
Don Bosco Tech Society
posted 3+ weeks ago
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Fixed timing
Key skills for the job
Job Description
As an Executive Secretary, Preferably from NGO background you will play a key role in supporting the Executive Director and team by managing communications, scheduling, documentation, and assisting in the overall smooth functioning of the office and administration.
Responsibilities :
- Communication : Coordinate executive communications, including calls, responding to emails, and interfacing with stakeholders.
- Scheduling : Manage calendars, appointments, and travel itineraries for the Executive Director and management team.
- Meeting Coordination : Assist in coordinating the agenda, scheduling meetings, preparing meeting minutes, and following up on action items.
- Documentation
- : Maintain and organize both internal and external documents such as:
- Attested Project Dossiers (from proposal to closure)
- Audit and compliance reports
- Departmental SOPs and agreements
- Minutes of meetings, attendance records, and governing body documents
- Filing System : Maintain an organized system for both paper and electronic documents, ensuring confidentiality and easy access.
- Reporting : Prepare reports, presentations, and correspondence as needed by the Executive Director and management team.
- Confidentiality : Uphold a strict level of confidentiality in handling sensitive information.
- Administrative Systems : Implement and maintain administrative systems and procedures.
- Information Requests : Respond accurately to internal and external information requests.
- Support for Donations and Visibility : Assist in coordinating processes related to donations and visibility efforts.
- Front Desk Operations : Provide assistance in front desk operations as needed.
Requirements :
- Proven experience as an executive secretary or in a similar administrative role.
- Excellent organizational and time-management skills.
- Strong communication skills, both verbal and written.
- Proficiency in MS Office (Word, Excel, PowerPoint).
- Ability to maintain confidentiality and handle sensitive information.
- A proactive attitude with the ability to work independently and as part of a team.
Employment Type: Full Time, Permanent
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Strict timing
Monday to Saturday
Within city
Day Shift
Don Bosco Tech Society Benefits
Job Training 
Soft Skill Training 
Health Insurance 
Education Assistance 
Team Outings 
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