The Secretary will be responsible for providing high-level administrative support to the consulting team, ensuring the efficient operation of the office, and facilitating effective communication within and outside the organization. This role requires a proactive individual with excellent organizational skills, attention to detail, and the ability to handle confidential information such as the following:
Calendar Management:
- Coordinate the Managing Director& schedule, including arranging meetings, appointments, and travel plans.
- Anticipate scheduling conflicts and proactively manage priorities to optimize the MD& time.
Client Relations/Communication Liaison:
- Serve as the primary point of contact for internal and external clients/communication on behalf of the Managing Director.
- Screen and prioritize emails, phone calls, and other correspondence, Relaying important messages promptly.
Information Management:
- Manage the MD & contacts, maintaining an up-to-date database of professional contacts, clients, and stakeholders.
- Organize and maintain confidential files, documents, and records related to the MD & activities and responsibilities.
]Meeting Support:
- Prepare agendas, collate documents, and coordinate logistics for meetings attended by the Managing Director.
- Attend meetings as required, take minutes, and follow up on action items on behalf of the MD.
Travel Arrangements:
- Arrange domestic and international travel accommodations, including flights, accommodation, transportation, and itinerary planning.
- Ensure travel plans align with the MD & schedule and preferences, providing necessary travel documents and information.
Task Prioritization and Follow-Up:
- Assist the Managing Director in prioritizing tasks and managing deadlines, providing reminders and follow-up as needed.
- Track and monitor progress on key initiatives and projects, ensuring timely completion and reporting.
Confidentiality and Discretion:
- Handle sensitive and confidential information with utmost discretion and professionalism, maintaining confidentiality at all times.
- Exercise sound judgment and discretion in decision-making and communication on behalf of the Managing Director.
Representation and Relationship Management:
- Represent the Managing Director in meetings, events, and interactions with clients, partners, and stakeholders as necessary.
- Build and maintain positive relationships with key contacts, acting as a liaison between the MD and external parties.
Inventory management
- Ensure optimal inventory management on a monthly basis.
Personal Errands and Support:
- Provide personal assistance to the Managing Director as needed, including handling personal errands, appointments, and administrative tasks outside of work responsibilities.
Ad Hoc Support:
- Assist the Managing Director with ad hoc tasks, projects, and assignments as required, demonstrating flexibility and adaptability in meeting evolving needs.
