Executive Secretary

Calendar Management 

• Managing and updating CEO’s calendar
• Scheduling meeting for CEO with both internal and external clients and maintaining records
• Fixing appointment, Sending Invites to the invitees 

Travel Arrangements

• Handling Logistics arrangement for CEO’s Business trip like travel arrangements ticketing / accommodation / Car booking etc. and to coordinate, visa proceedings, Hotel reservations for the same
• Coordination for Offsite Tours / Strategic meetings
• Travel Booking for Team

General Administrative & Clerical Tasks

• Office correspondence & record keeping
• Setting up a systematic and efficient filing system, both for hardcopies as well as all electronic data, that enables quick retrieval; ensures all files are kept up to date at all times
• Drafting Letters & responding to E-mails

Reimbursements

• Looking after petty Cash reimbursements and keeping track of all reimbursement - Fuel, drivers’ salary, car maintenance and repairs, medical expenses
• Preparing Vouchers, Travel Statements, cheques, etc. and follow up with accounts team for the reimbursement of travel expenses
• Ensuring timely payments of credit card bills, mobile and data card bills

Correspondence

• Handling correspondence work and managing personal records of the CEO which are confidential in nature
• Handling personal & confidential information such as bank accounts details, credit card bills, phone bills, income tax papers, etc.

Routine Activities

• Follow up of day-to-day assignments
• Monitor and maintain the proper appearance of the office area
• Updating Contacts / Cardex online and on File.