Job Description

Job Overview: The Executive Secretary to the President provides high-level administrative support to the President. This role requires exceptional organizational skills, discretion, and the ability to handle a wide range of responsibilities in a fast-paced academic environment. The Executive Secretary acts as a key liaison between the President's office and internal/external stakeholders, ensuring efficient and effective communication and operations.

Key Responsibilities:

• Administrative Support:
• Manage the President's calendar, scheduling appointments, meetings, and events with precision.
• Handle all correspondence, including emails, letters, and phone calls, ensuring timely responses.
• Prepare and edit documents, reports, presentations, and meeting materials.
• Manage the President's calendar, prioritize appointments, and schedule meetings.
• Ensure the President is informed of upcoming commitments and deadlines.
• Coordinate travel arrangements and accommodations as needed.
• Provide general administrative support such as filing, copying, scanning, and organizing documents.
• Assist in special projects and initiatives as assigned by the President.
• Meeting Management:
• Prepare agendas, arrange logistics, and coordinate materials for meetings chaired by the President.
• Take accurate minutes of meetings (MOM) and distribute them in a timely manner.
• Follow up on action items and decisions made during meetings.
• Social Media and Public Relations:
• Manage and monitor the social media accounts, ensuring content is relevant and aligns with the university's messaging and brand.
• Respond to inquiries and engage with stakeholders on social media platforms.
• Document Verification and Record Keeping:
• Verify the accuracy and completeness of documents and reports before submission to the President.
• Maintain confidential files and records, ensuring data security and integrity.
• Office Management:
• Oversee the daily operations of the President's office, ensuring a professional and welcoming environment.
• Manage office supplies and equipment, and liaise with vendors and service providers.
• Process expense reports, invoices, and reimbursements accurately and promptly.

Qualifications:

• Bachelor's degree in Business Administration, Office Management, or a related field preferred.
• Relevant certifications in office administration or executive assistance are advantageous.
• Minimum of 5-7 years of administrative experience, preferably in an academic or executive setting.
• Proven track record of providing high-level administrative support to senior executives.
• Experience in managing complex schedules and coordinating events.

Skills:

• Exceptional organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace).
• Ability to handle sensitive information with the utmost confidentiality.
• Strong interpersonal skills and ability to work effectively with diverse groups.

Personal Attributes:

• Professional demeanor and appearance.
• High level of integrity and discretion.
• Detail-oriented and proactive in problem-solving.
• Adaptable and able to work under pressure.
• Strong commitment to the mission and values.

Interested candidates are invited to submit their resume on Jobs@sigmauniversity.ac.in

Job Type: Full-time

Schedule:

• Day shift

Experience:

• total work: 2 years (Preferred)

Work Location: In person