Secretary

Phoenix Incorporated; Mumbai; In loco; INR 250.000 - 450.000; Tempo pieno

Descrizione del lavoro

Phoenix Incorporated is seeking a highly organised and proactive Secretary to provide comprehensive administrative, operational and personal assistance support. The role requires ownership, anticipation of requirements and the ability to manage multiple priorities with confidentiality.

Responsibilities include calendar management, travel coordination, document handling, expense processing, vendor liaison and preparing reports in Excel.

Competenze

• Highly proactive, organised and detail-oriented.
• Strong follow-up and task management skills.
• Ability to anticipate requirements and act independently.
• Strong coordination and stakeholder management skills.
• Good written and verbal communication skills.
• Comfortable handling confidential and sensitive information with discretion.
• Proficiency with MS Excel and other digital tools.

Mansioni

• Manage calendars, schedules, meetings and appointments, ensuring effective time management.
• Coordinate official and personal travel arrangements, including itineraries and bookings.
• Track important tasks and follow-ups, ensuring timely closure with minimal supervision.
• Handle documents, signatures and confidential information.
• Coordinate reimbursements and expense-related documentation.
• Liaise with vendors and service providers for office and personal requirements.
• Provide medical/hospital-related coordination and support when required.
• Draft and manage emails, letters and routine communications.
• Coordinate food, hospitality and other arrangements as needed.
• Manage stationery, office supplies and other administrative needs.
• Provide real-time updates on priorities and pending actions.
• Prepare MIS, reports, presentations and Excel-based trackers.
• Maintain accurate records and track commitments.

Conoscenze

Proactive

Organised

Time management

Stakeholder management

Communication

Discretion

Multitasking

Ownership

Strumenti

MS Excel

Descrizione del lavoro

Job Description:

Secretary

Role Overview

We are looking for a highly organised, proactive and dependable Secretary to provide comprehensive administrative, operational and personal assistance support.

This role goes beyond conventional Secretarial responsibilities and requires an individual who can take ownership, anticipate requirements, manage multiple priorities and ensure timely closure of tasks. The role will involve coordination across official and personal requirements, with a high level of discretion and confidentiality.

Key Responsibilities

• Manage calendars, schedules, meetings and appointments, ensuring effective time management.
• Coordinate official and personal travel arrangements, including itineraries, bookings and related requirements.
• Track important tasks, commitments and follow-ups, ensuring timely closure without constant supervision.
• Manage documents, signatures, records and other confidential information.
• Coordinate reimbursements, expense-related matters and supporting documentation.
• Coordinate with vendors and service providers for various office and personal requirements.
• Provide medical/hospital-related coordination and support, whenever required.
• Draft and manage emails, letters and other routine communications.
• Coordinate food, hospitality and other arrangements as required.
• Manage stationery, office supplies and other administrative requirements.
• Provide real-time updates on important matters, pending actions and priorities.
• Prepare MIS, reports, presentations and Excel-based trackers as required.
• Maintain accurate records and ensure that important information and commitments are systematically tracked.
• Coordinate with internal and external stakeholders and ensure smooth execution of day-to-day requirements.
• Handle multiple priorities simultaneously while maintaining attention to detail and confidentiality.

Key Skills & Competencies

• Highly proactive, organised and detail-oriented.
• Strong follow-up and task management skills.
• Ability to anticipate requirements and act independently.
• Strong coordination and stakeholder management skills.
• Good written and verbal communication skills.
• Comfortable handling confidential and sensitive information with discretion.
• Strong working knowledge of MS Excel and other technology/digital tools.
• Ability to manage multiple tasks and changing priorities effectively.
• Reliable, responsive and solution-oriented approach.
• Strong sense of ownership and accountability.

Requirements: