Ideal Experience range: 5 - 8 years
Education Qualification: Graduate degree in any discipline with a Secretarial course from a reputed and recognized institute or relevant experience in the Secretarial/ Administration function.
General Responsibility:
- Serve as a SPOC for the Partners and their respective teams for both internal and external stakeholders including coordination with clients and collaboration with the internal team.
Calendar Management:
- Manage the calendars of the assigned Partners with an overall understanding of business priorities to offer alternatives, trade-offs and consideration of the most efficient use of the Partner's time and provides a timely reminder as necessary.
- With minimal instruction, proactively follow up on emails when copied, and determine the most appropriate next steps from a scheduling standpoint.
Travel Management:
- Organize international and domestic travel arrangements; anticipates and coordinate point-to-point travel and logistics needs, commuting time and ground transportation, passport and visa processing of Partner & the team.
Expense and Time Sheet:
- Create/Update client details in the Timesheet Software
- Update timesheet records and expense entries for the Partners
- Generate Invoices from the system and liaison with the Partner and the client for timely generation of invoices.
- Maintain weekly/monthly/quarterly client reports as per the need of the team and the partner.
Billing:
- Create & issue invoices using the internal billing software to issue invoices to clients.
- Prepare credit memos.
- Follow up on outstanding payments.
- Monitor all payments and prepare monthly billing reports.
Administrative Support:
- Assist assigned Partners in other administrative tasks to leverage time, which may include preparing reimbursement, and medical insurance claims.
- Keep track of travel days associated with tax filing overseas, client contact list, etc.
- Provide professional support to clients, assist with settling in requirements and other logistic arrangement coordination, and greet as appropriate.
- Schedule client team meetings and administrative meetings, telephone/video conferences (local and international), and client and internal events.
- Correspond to routine emails, maintain diaries, take dictations, update the client contacts and maintain necessary filing systems.
· Provide backup assistance to other Executive Assistants and reception desk as needed.
Required Skillset:
- Bookkeeping skills
- Analytical and problem-solving skills
- Decision-making skills
- Excellent communications skills
- Good computer skills including the ability to operate computerized accounting, spreadsheet, and word processing programs with high proficiency.
- Ability to function well in stressful situations.
- Good interpersonal skills
- Time management skills
Behavioral Competency:
- The incumbent must maintain strict confidentiality in performing the duties.
- Honest and sensitivity
- Ability to work flexible hours.
- Good work ethics
- Self-starter, motivated, and capable of working with minimal direction.
- Display a high level of confidentiality, discretion, sound judgment, tact, and diplomacy.
