Associate Secretary

Azim Premji Foundation; Bengaluru; On-site; INR 600,000 - 800,000; Full time

Job summary

Azim Premji Foundation in Bengaluru seeks an Associate Secretary to support the executive office with day-to-day operations. You will manage calendars, meetings, travel, correspondence, and document preparation, ensuring smooth and professional administration.

You will independently handle office logistics, maintain filing systems, coordinate with internal and external stakeholders, and assist management with confidential information and special assignments.

Qualifications

• Bachelor's degree with minimum 3 years' experience in a similar role.
• Strong communication and coordination abilities.
• Familiarity with office administration and record keeping.

Responsibilities

• Manage and maintain calendars, appointments, meeting schedules and administrative logistics.
• Organise and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Plan and coordinate conferences / external events.
• Handle incoming and outgoing correspondence, including emails, letters, and telephone calls.
• Independently manage offices in times of absence and keep them updated.
• Expense management - whole cycle of raising expenses, timely reimbursements and recording.
• Prepare reports, presentations, documents, and other business materials.
• Maintain filing systems, records, and confidential documents.
• Arrange travel, accommodation, and logistics for business trips.
• Receive visitors and act as first point of contact for stakeholders.
• Monitor office supplies and coordinate procurement when necessary.
• Support management with administrative projects and special assignments.
• Ensure compliance with company policies and maintain professional office standards.

Skills

Communication skills

Active listening

Reading comprehension

Microsoft Office

Record keeping

Interpersonal skills

Confidential handling

Detail oriented

Planning ahead

Education

Bachelor's degree

Tools

Microsoft Office

Job description

We at Azim Premji Foundation are working towards building a just, equitable, humane and sustainable society in India.

As an Associate Secretary, you will play a key role in ensuring smooth day-to-day functioning.

Job responsibilities:

• Manage and maintain Leaders' calendars, appointments, meeting schedules and administrative logistics.
• Organise and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Planning and coordination of conferences / external events.
• Handle incoming and outgoing correspondence, including emails, letters, and telephone calls.
• Independently manage their offices in times of absence and keep them updated.
• Expense management - whole cycle of raising expenses, ensuring timely reimbursements and recording of the same for future reference.
• Prepare reports, presentations, documents, and other business materials.
• Maintain filing systems, records, and confidential documents.
• Arrange travel, accommodation, and logistics for business trips.
• Receive visitors and act as the first point of contact for internal and external stakeholders.
• Monitor office supplies and coordinate procurement when necessary.
• Support management with administrative projects and special assignments.
• Ensure compliance with company policies and maintain professional office standards.

Qualification and Experience:

• Bachelor's degree with minimum 3 years' experience in a similar role.

Skills and Attributes:

• Effective oral and written English communication skills, active listening and accurate reading comprehension.
• Familiarity with Microsoft Office and record keeping.
• Excellent interpersonal skills and ability to work with people.
• Ability to maintain handle confidential information.
• Well organised, with eye for detail, able to think ahead and plan effectively.