A) Communications (Written, Oral AND IN-person): 1. Manage e-mails (including junk / barred mails), letters, faxes, memos etc, as directed. 2. Conduct telephonic conversations with foreign and local parties, as directed. 3. Maintain relationship with international and domestic guests, contacts and send festive greeting cards. 4. Ensure company’s registration / membership and / or renewals in various professional associations, in time. 5. Maintaining electronic directory of contacts including entering visiting cards in the outlook system. 6. Deliver / collect reports, information and documents and ensure safety / confidentiality of the same. B) Management of Meetings and REVIEWS: 1. Plan, coordinate and manage impromptu as well as pre-fixed meetings with internal staffs, sister companies and external parties as directed, wherein, responsibilities shall include: - Fixing meeting date(s) in consultation with Management and informing all participants in advance - Preparing Meeting agenda in consultation with Management and circulating the approved agenda in advance to all participants - Brief Management on discussions / decisions in the past related to the Meeting agenda prior to the start of the meeting - Follow up with Meeting participants to make sure that they § Arrive in time for the meeting § Come well prepared on the agenda to be discussed in the meeting. 2. If asked by management, participate in the meetings to note precisely the discussions and decisions made. 3. Prepare precise Minutes of Meeting (MoM) mentioning target dates of work to be performed wherever applicable and circulate to participants after approval of draft by Management. Such Minutes should be ready not later than one day after the meeting and should be sent out to participants not later than three days after the meeting. 4. Follow up with participants to keep track of compliance to meeting decision and report to management. 5. Be aware of and remind EM on monthly, half-yearly and year-end meetings in regard to: (1) Biz Pro, (2) CEAD, (3) A&A, (4) HR, (5) Group Audit and Finance and (6) Affiliate Performance Review C) Management of Tender Notices and News Cuttings: 1) Read all major newspapers first thing in the morning, make cuttings of tender notices &news related to biz opportunities and other news of interest to the company, feed it through CQ (Priority to be given to tender notices over news cuttings when there is a time crunch) – in absence of and / or in coordination with office assistant. 2) Although the biz development team also has the responsibility of making tender cuttings and acting on them, EA to follow up with concerned persons to make sure of timely actions. 3) Remind management of major tenders whose due dates are approaching. 4) Read the many magazines subscribed by the company to look for business opportunities and potential foreign companies for representation. 5) Prepare lobbying notes / business notes as dictated / directed. 6) Check web based news for similar information as above. 7) Read major articles and summarize important points for submission to management. 8) Collect and maintain record of important statistical data such as Forex rates, consumer price indexes etc, in absence of and / or in coordination with GRO. 9) Follow-up with biz pro department for tender opening results in prescribed format of tenders with or without company’s participation. 10) Assist library-in-charge to store and retrieve documents effectively, in absence of and / or in coordination with document administrator. D) Management of Affiliate affairs: 1. Arrange for inter company meetings as instructed 2. Maintain an accurate and up-to-date information system (including manual filing / indexing system) of all documents, information, files, and folders related to various sister companies and affiliates. 3. Ensure affiliate MIS reporting is working and up-dated, in coordination with IT department. E) SECRETARIAL support: · Manage Calls (local, trunk) and Visitors - receive and screen incoming calls and visitors · Courteous & efficient handling of guests in office premises and on phone. (a must) · Continuously research on activities / products (gifts) of interest for foreign guests in coordination with GRO · Plan and coordinate arrangements for professional conferences. · Compose letters and memorandum in response to incoming mail or calls and handle all internal notices. · Take and transcribe dictation from EM as required. · Act as liaison between the executives and subordinates or others, transmit directives, instructions and assignments and follow up on status of assignments, if needed or requested. · Track papers/documents in and out of JC, EC and MD’s room. · Make domestic and foreign travel arrangements: prepare itineraries, prepare and compile travel vouchers, maintain and travel records, renewal of licenses / passports, visas etc, in consultation with GRO. · Update company website as and when required in consultation with IT department. · Coordinate the design and publication of advertisements and promotional campaigns as well ensure logistics and formalities are completed on events sponsored by the company. · Drafting agreements and miscellaneous write-ups, as directed by EM. · Read and summarize reports of various documents, required by management on management’s instruction. · Providing general office support in scanning, formatting, typing, translation, fax, email etc. · Assist in the updating and designing company brochures, logos etcin coordination with IT department. · Ensure document management for respective reporting supervisors. · Coordinate recreational trips and activities of guests, when needed. · Maintain and update regularly event lists in in-house software (e.g. staff birthday and anniversary lists, annual public holiday lists, information on foreign exchange rates etc) · Add appointments / send reminders on respective appointments and invitations of EM through in-house software (official or personal and send out regrets / RSVP as instructed.) · Manage central music system and shuffle and play songs appropriate for corporate environment. F) property & logistics management · Ensure office facilities (particularly of EM) remain operational, safe, secure, and well maintained. Coordinate for repair & maintenance in cases of discrepancies. · Ensure logistics of any sort and nature are well maintained in respective rooms of EM. · Coordinate with GRO for timely availability of pool vehicles, especially on ad-hoc / impromptu requests. · Ensure requisitions for computer hardware of any nature are processed timely and related requisitions, payment approvals and pay cheques are handled responsibly. · Ensure employee requests on facilities such as fans, heaters, etc are duly acknowledged and supplied · Coordinate with external vendors / internal support staffs on various repair and maintenance issues. (AA 2) As a RECEPTIONIST: 1. At all times work with the aim of maintaining corporate image and reputation. (a must) 2. Promptly answer incoming tele-calls (as a standard, within 3 to 4 rings) and / or set up conference calls. 3. Manage incoming and outgoing calls, transfer of such calls, accurate message / information record and delivery to concerned person i.e. in another words be responsible for end-to-end message / information managementreceived at the front desk of the company (including the use of other communication sources such as sms, email, fax, reminder notes, short notes etc as a substitute on failure of conveying messages through phone). 4. Generate outgoing call records on a monthly basis and ensure call time limits are adhered to (as a standard, 15 minutes limit for national calls and 5 minutes limit for international calls). 5. Coordinate with telephone maintenance in-charge in cases of repair & maintenance. 6. Circulate information of an employee’s absence on leave, if requested by absentee. 7. Maintain and regularly update phone lock and unlock code security settings per employee. 8. Ensure timely and accurate courier service in-and-out of office by use and maintenance of Courier Registration and Acknowledgment Book. 9. Initiate early booking of venues, meeting halls and eateries specially in cases of employee welfare programs 10. Greet guests, confirm his / her purpose of visit and act immediately in informing the concerned (as a standard, no longer than 10 minutes) i.e. prioritize guest relationship management at all times. 11. Ensure the front desk cum lobby area / lounge is well maintained and clean ALL THE TIME!!! 12. Refrain from indulging in leisure activities such as computer games, audio devices, restricted websites, magazines, comic books etc i.e. anything detrimental to point 1 above (a must). 13. Ensure guards handle / greet and treat guests / visitors properly and report discrepancies, if any. 14. Ensure availability of a substitute colleague in cases of absence (long term or short term) i.e. ensure that the front desk office is at all times occupied for call / inquiry / guest / visitor handling 15. Assist in various other administrative tasks instructed or requested by EM and / or other office colleagues. A) Communications (Written, Oral AND IN-person): 1. Manage e-mails (including junk / barred mails), letters, faxes, memos etc, as directed. 2. Conduct telephonic conversations with foreign and local parties, as directed. 3. Maintain relationship with international and domestic guests, contacts and send festive greeting cards. 4. Ensure company’s registration / membership and / or renewals in various professional associations, in time. 5. Maintaining electronic directory of contacts including entering visiting cards in the outlook system. 6. Deliver / collect reports, information and documents and ensure safety / confidentiality of the same. B) Management of Meetings and REVIEWS: 1. Plan, coordinate and manage impromptu as well as pre-fixed meetings with internal staffs, sister companies and external parties as directed, wherein, responsibilities shall include: - Fixing meeting date(s) in consultation with Management and informing all participants in advance - Preparing Meeting agenda in consultation with Management and circulating the approved agenda in advance to all participants - Brief Management on discussions / decisions in the past related to the Meeting agenda prior to the start of the meeting - Follow up with Meeting participants to make sure that they § Arrive in time for the meeting § Come well prepared on the agenda to be discussed in the meeting. 2. If asked by management, participate in the meetings to note precisely the discussions and decisions made. 3. Prepare precise Minutes of Meeting (MoM) mentioning target dates of work to be performed wherever applicable and circulate to participants after approval of draft by Management. Such Minutes should be ready not later than one day after the meeting and should be sent out to participants not later than three days after the meeting. 4. Follow up with participants to keep track of compliance to meeting decision and report to management. 5. Be aware of and remind EM on monthly, half-yearly and year-end meetings in regard to: (1) Biz Pro, (2) CEAD, (3) A&A, (4) HR, (5) Group Audit and Finance and (6) Affiliate Performance Review C) Management of Tender Notices and News Cuttings: 1) Read all major newspapers first thing in the morning, make cuttings of tender notices &news related to biz opportunities and other news of interest to the company, feed it through CQ (Priority to be given to tender notices over news cuttings when there is a time crunch) – in absence of and / or in coordination with office assistant. 2) Although the biz development team also has the responsibility of making tender cuttings and acting on them, EA to follow up with concerned persons to make sure of timely actions. 3) Remind management of major tenders whose due dates are approaching. 4) Read the many magazines subscribed by the company to look for business opportunities and potential foreign companies for representation. 5) Prepare lobbying notes / business notes as dictated / directed. 6) Check web based news for similar information as above. 7) Read major articles and summarize important points for submission to management. 8) Collect and maintain record of important statistical data such as Forex rates, consumer price indexes etc, in absence of and / or in coordination with GRO. 9) Follow-up with biz pro department for tender opening results in prescribed format of tenders with or without company’s participation. 10) Assist library-in-charge to store and retrieve documents effectively, in absence of and / or in coordination with document administrator. D) Management of Affiliate affairs: 1. Arrange for inter company meetings as instructed 2. Maintain an accurate and up-to-date information system (including manual filing / indexing system) of all documents, information, files, and folders related to various sister companies and affiliates. 3. Ensure affiliate MIS reporting is working and up-dated, in coordination with IT department. E) SECRETARIAL support: · Manage Calls (local, trunk) and Visitors - receive and screen incoming calls and visitors · Courteous & efficient handling of guests in office premises and on phone. (a must) · Continuously research on activities / products (gifts) of interest for foreign guests in coordination with GRO · Plan and coordinate arrangements for professional conferences. · Compose letters and memorandum in response to incoming mail or calls and handle all internal notices. · Take and transcribe dictation from EM as required. · Act as liaison between the executives and subordinates or others, transmit directives, instructions and assignments and follow up on status of assignments, if needed or requested. · Track papers/documents in and out of JC, EC and MD’s room. · Make domestic and foreign travel arrangements: prepare itineraries, prepare and compile travel vouchers, maintain and travel records, renewal of licenses / passports, visas etc, in consultation with GRO. · Update company website as and when required in consultation with IT department. · Coordinate the design and publication of advertisements and promotional campaigns as well ensure logistics and formalities are completed on events sponsored by the company. · Drafting agreements and miscellaneous write-ups, as directed by EM. · Read and summarize reports of various documents, required by management on management’s instruction. · Providing general office support in scanning, formatting, typing, translation, fax, email etc. · Assist in the updating and designing company brochures, logos etcin coordination with IT department. · Ensure document management for respective reporting supervisors. · Coordinate recreational trips and activities of guests, when needed. · Maintain and update regularly event lists in in-house software (e.g. staff birthday and anniversary lists, annual public holiday lists, information on foreign exchange rates etc) · Add appointments / send reminders on respective appointments and invitations of EM through in-house software (official or personal and send out regrets / RSVP as instructed.) · Manage central music system and shuffle and play songs appropriate for corporate environment. F) property & logistics management · Ensure office facilities (particularly of EM) remain operational, safe, secure, and well maintained. Coordinate for repair & maintenance in cases of discrepancies. · Ensure logistics of any sort and nature are well maintained in respective rooms of EM. · Coordinate with GRO for timely availability of pool vehicles, especially on ad-hoc / impromptu requests. · Ensure requisitions for computer hardware of any nature are processed timely and related requisitions, payment approvals and pay cheques are handled responsibly. · Ensure employee requests on facilities such as fans, heaters, etc are duly acknowledged and supplied · Coordinate with external vendors / internal support staffs on various repair and maintenance issues. (AA 2) As a RECEPTIONIST: 1. At all times work with the aim of maintaining corporate image and reputation. (a must) 2. Promptly answer incoming tele-calls (as a standard, within 3 to 4 rings) and / or set up conference calls. 3. Manage incoming and outgoing calls, transfer of such calls, accurate message / information record and delivery to concerned person i.e. in another words be responsible for end-to-end message / information managementreceived at the front desk of the company (including the use of other communication sources such as sms, email, fax, reminder notes, short notes etc as a substitute on failure of conveying messages through phone). 4. Generate outgoing call records on a monthly basis and ensure call time limits are adhered to (as a standard, 15 minutes limit for national calls and 5 minutes limit for international calls). 5. Coordinate with telephone maintenance in-charge in cases of repair & maintenance. 6. Circulate information of an employee’s absence on leave, if requested by absentee. 7. Maintain and regularly update phone lock and unlock code security settings per employee. 8. Ensure timely and accurate courier service in-and-out of office by use and maintenance of Courier Registration and Acknowledgment Book. 9. Initiate early booking of venues, meeting halls and eateries specially in cases of employee welfare programs 10. Greet guests, confirm his / her purpose of visit and act immediately in informing the concerned (as a standard, no longer than 10 minutes) i.e. prioritize guest relationship management at all times. 11. Ensure the front desk cum lobby area / lounge is well maintained and clean ALL THE TIME!!! 12. Refrain from indulging in leisure activities such as computer games, audio devices, restricted websites, magazines, comic books etc i.e. anything detrimental to point 1 above (a must). 13. Ensure guards handle / greet and treat guests / visitors properly and report discrepancies, if any. 14. Ensure availability of a substitute colleague in cases of absence (long term or short term) i.e. ensure that the front desk office is at all times occupied for call / inquiry / guest / visitor handling 15. Assist in various other administrative tasks instructed or requested by EM and / or other office colleagues.