Administration Secretary

Job Overview

The Administration Secretary will independently deliver extensive administrative and secretarial assistance characterized by confidentiality and accountability. This position services the Chennai Office Manager, Senior Managers, and Project Leadership within the company.

Key Duties

• Uphold strict confidentiality regarding sensitive business and role-specific information.
• Offer professional administrative and secretarial support to designated managers, senior leadership, and project heads.
• Manage complex tasks necessitating familiarity with company systems, procedures, office protocols, and business etiquette.
• Coordinate visits involving expatriates, senior executives, clients, and stakeholders by organizing logistics, meetings, transport, and events.
• Screen and prioritize phone calls, visitors, and incoming inquiries, efficiently routing matters to the relevant parties.
• Compose, review, format, and distribute various business communications including correspondence, reports, notes from meetings, and memoranda.
• Monitor priorities, commitments, deadlines, and follow-ups to ensure timely task completion.
• Handle internal and external requests autonomously ensuring swift and professional responses.
• Manage incoming and outgoing mail, documents, and records with accurate tracking and proper filing.
• Arrange travel logistics including visa processing, hotel accommodations, transport, itineraries, expense documentation. Familiarity with Concur travel and expense management software is preferred.
• Organize meetings by scheduling, preparing agendas, booking rooms, and recording minutes or essential discussion points when necessary.
• Maintain and update calendars, financial settlements, travel systems, files, and administrative records meticulously.
• Provide active support in financial coordination, office operations, reporting, and responsibility tracking.

Skill Requirements

• Proficient verbal and written communication skills in English and Tamil; knowledge of Hindi is beneficial.
• Ability to collaborate effectively with a strong customer-focused and service-minded attitude.
• Solid understanding of grammar, spelling, punctuation, professional correspondence norms and business document structuring.