Stenographer Secretary To Director

Eastern Petroleum; Mumbai; On-site; INR 200,000 - 280,000; Full time

Job summary

Eastern Petroleum in Mumbai seeks an experienced Administrative Assistant to support directors and managers. The role involves handling daily emails, calendar management, confidential document filing, data entry, travel coordination, and preparation of reports and presentations.

Strong organization and discretion are essential for this position. Responsibilities include drafting correspondence, coordinating meetings, billing-related tasks, and ensuring smooth office operations with

Responsibilities

• Taking dictation from directors and managers
• Processing daily email and general correspondence
• Maintaining confidential documents and filing
• Handling follow-ups, export, new sales inquiries, customer complaints, and coordinating dispatches
• Maintaining appointments and calendar management
• Data entry and formatting of reports/documents
• Preparing, drafting and timely despatch of correspondence
• Coordinating meetings, travel arrangements and conferencing
• Billing support, raising invoices and tracking payments
• Vendor coordination for printing, binding, stationery, and travel arrangements
• Liaising with IT, admin, HR and other departments to resolve issues
• Preparation of data for PowerPoint/MS Word for meetings and client interactions
• Renewals of subscriptions and maintaining filing systems

Job description

Role & responsibilities

Job Profile

• Taking dictation from directors, managers.
• Process of daily e- mail, General correspondence.
• Maintaining confidential documents, filling of documents,
• In absence handling customer follow up, export, new sales inquiry, customer complain, co-ordination of despatches, Payment etc.
• Maintaining personal appointments for meetings.
• Computer data entry,
• Important follow up.
• Administrative work in office and attending telephone calls
• Calendar Management: Plan, schedule, co-ordinate a variety of meetings, programs and activities.
• Receive and screen telephone calls, letters, and visitors, taking appropriate message.
• Maintaining complex, confidential and interrelated administrative filling system and records.
• Maintaining Timesheet. Ensuring filling up of time entry details by every associate, including filling up details for Partners and Associate Partners.
• Billing & Raising invoices for the clients, dispatching and emailing a copy to clients & follow up on payments.
• Formatting & proof reading of various reports & documents.
• Notes by dictation, drafting of letters and timely despatch of the same.
• Maintaining Visiting Card folders and entry of the same.
• Personal work related to Partners (credit card payments, policy payments, investments, Mobile Bills etc.)
• Preparing, formatting and printing bid documents, mandate letters, working group lists, firm profile and presentations with the help of concerned associates. Formatting offer documents, transaction agreements, due diligence reports, opinions and certificates, including formatting of financial statements.
• Supervising the electronic and physical filing for the team and coordinating with the filing department for this purpose.
• Coordinating with IT team for creation of workgroup email IDs and matter/document creation for new matters.
• Preparing and maintaining Billing and Recovery statements for the team regularly.
• Managing all types of the stationary for the from time to time.
• Coordinating travel arrangements for Partners & Team members where necessary.
• Coordination for meetings and booking of conference calls and conference rooms.
• Assisting team for any breakdown or difficulty with phone, blackberry, computer, or other infrastructure/facilities, including coordinating with the admin or HR departments for this purpose.
• Preparing the draft bill in timely manner after clearing from Partner and sending it to accounts department for final printing and dispatch.
• Coordination with dispatch department in relation to documents sent to clients.
• Handling printer related problems for the team.
• Coordination with the corporation communication department and also outside sources where necessary for colour printing related works.
• Coordination with the photocopier department and also outside sources where necessary, for copying and spiral binding.
• Coordinating with staff and also outside sources where necessary, for arranging for stamp paper, sending documents by Speed post when required.
• Co-ordination with Departmental Heads, internal and external Departments, other Offices, factory and various company for marketing follow ups from time to time and following up on deadlines for filling of tenders, down loading of tenders.
• Arranging meetings through VC / teleconferences. Coordination with consultants for daily up date with factory, marketing person etc.
• Collection and preparation of data on power-point / MS Word for Meetings and other meetings with clients
• Responsible for Renewal of Subscriptions with various trade bodies and subscription of technical magazines / business magazines on timely basis.
• Doing filling of all documents and update file list
• Manage proper housekeeping and keep Conference table, table well organised.
• Draft emails, letters, memos and presentations as per managements instructions.