Executive Secretary Marketing

Role & responsibilities

r To send quote, PDS, MSDS to all customers as per inquiry.

r To put all inquiry received in marketing software and keep a follow up.

r Proficient in multiple computer applications with fast, accurate typing skills.

r Skilled in coordinating conferences, meetings and travel arrangements.

r Able to balance the needs of management, provide excellent customer service, and maintain high level of confidentiality. Utilize strong organizational, planning and communication skills towards improving operational efficiency.

r To begin with the day, keep Supervisor updated about the Day’s Schedule”, make customer segment list and call them, find the requirement of EASTTO RANGE OF PRODUCT, give the lead to our Sales Executives for business follow up, Co-ordination with sales team, Interaction with clients / dealers.

r To follow up for purchase order, send payment reminder, follow up for new orders.

r Organizing meetings – internal as well as external. Ensure that Agenda/Discussion papers are being informed / given to the Supervisor well in time.

r Liasoning with HR / Admin / Accounts for completion of any given task.

r Provide administrative support to my team members as well.

r Ensure that the credit card statement is received well in time and subsequently the payment is being made.

r Receiving documents, incoming memos, correspondence, reports etc. prioritize and processes them for information / decision / approval.

r Coordination / interaction with other factory Heads / officials for effective completion of task.’

Mail Management / Efficient Contact Management:

r Efficiently managing Supervisor’s mailbox so that no mails are unactioned. If required take a printout of the email(s) received, and share it. Delete the unwanted emails from Supervisor’s inbox.

r Made travel arrangements (both domestic and international) including researching travel options and making hotel and car rental reservations.

r Provided logistical support for visitors.

r Correspondence – internal / external, Record keeping, arraigning files as per customer , state, country, product wise..

r Coordination for Management Information System (MIS).

r Floating of enquiries for material being indented, Taking quotations from vendors for raw material, Engineering items, general follow ups and making quotations comparative statement.

r Correspondence with vendors / internal correspondence.

r Interaction with vendors in connection with early delivery of material and payment.

r Taking care of office asset maintenance like Telephones, Network Printers, Photo Copiers, LCD Projector System, office stationery etc. Maintaining stock and inventory of stationery & other items which are in daily use

r Management of support staff, security guards and house keeping

r Coordinating with courier agencies /suppliers on day-to-day basis

r Responsible for updating and maintaining agreements/contracts for vendors for AMC services

r Provisioning secretarial support involving handling of top & confidential correspondence, document flow, screening telephone calls, attending visitors and directing various queries to relevant departments.

r Fixing appointments & meetings & keeping meetings calendar up-to-date, preparing a synopsis of reports and presentations received from officers as well as preparing Minutes of Meetings.

r Handling independent correspondence, preparing presentation material for conferences, as well as placing & answering telephone calls for supervisor, handling telephone enquiries tactfully.

r Budgeting the administration expenses and working towards minimizing the operational expenses & costs.

r Maintaining personal bank accounts; keeping a track on membership details, submission of bills related both official & personal; co-ordinating for the parties organized at various locations by the company, etc.

r Preparing documentation for various legal matters of the partners e.g. Agreements, Legal Notices, MOUs etc.

r Scanning PDF documents and converting the same to either Word or Excel and save all important documents, Created a records management system for business records

r Daily Calendar management

r Keeping confidentiality of the matters of correspondence, e mail passwords, opened for the directors and shredding the unrequired documents as and when necessary.

r To search tenders for Lubricants, greases, specialties and subscribe the tender portal for the range of products.

r Handling Tender Documents for the submission with e token to corporation, industries, and accordingly making list of the Tender Document etc

r Follow-up with the society members/societies for getting consents for re-developments and for other legal formalities. Liasioning with Top Management and other state level bodies such as BMC etc as required.

r Independently checking the agreements such as Development Agreements, Power of Attorneys, MOU, Deeds arranging franking, print outs etc.

r Digitization of all records of various completed, running and future sites and giving these soft copies to those who required, as per demand.

r Should have advanced knowledge to load the software, renewal, MicroSoft Excel, Word, PowerPoint, antivirus etc.

r Taken training on ERP package Highrise which is being implemented in our Company.

r Perform administrative tasks: sorting mail, filing, take minutes of meetings.

r Answer calls, speak to suppliers or customers when required;

r Research the Internet on various topics (as per requirements);

r Restructure paper filing system and online documentation filing system;

r Knowledge of using internet research tools.

r Have excellent communication skills, both written and oral

r Have the ability to encourage good relationships between co-workers Assisting the Top level management in all kinds of office jobs.

r Should have the ability to learn new software quickly.

r Sets up, prepares and/ or maintains files, records, reports, budgets which may contain confidential information.

r Performs other administrative duties as assigned.

r To make daily reports of work done, send the same by e mail, keep prints in file, make weekly target for work, take approval and organise the same

r Organizing conferences and board meetings, establish and maintain confidential & specialized files & records, manage calendar viz., blocking appointments, meetings, visits, reminders and schedules, announcements and other information preparation of reports and presentations, maintaining personal records viz., credit card payments, mobile bills etc., ensure timely payments to membership bodies, receiving and entertaining domestic as well as foreign guest/s, delegates and business associates, dealing with both internal and external visitors, including top-level executives and international guests etc.

Preferred candidate profile

Perks and benefits