Administrative Secretary
About the Employer
Job Description
Position Title:
Administrative Secretary
Location:
JASTECA Secretariat, Sri Lanka
Position Overview:
We are seeking a highly organized and proactive Administrative Secretary to join the JASTECA Secretariat in Sri Lanka. This role will primarily focus on coordinating activities between AOTS Alumni Societies across South Asia, managing relationships with AOTS Japan, arranging meetings and training programs, and maintaining the smooth functioning of day-to-day operations at the JASTECA Secretariat. The ideal candidate will have excellent organizational skills, a strong background in administration, and the ability to handle multiple tasks efficiently.
Key Responsibilities:
- Coordination and Communication:
- Act as the primary point of contact between AOTS Alumni Societies in India, Nepal, Bangladesh, Pakistan, Sri Lanka, and AOTS Japan.
- Facilitate smooth communication between the various societies and the JASTECA Secretariat.
- Regularly update and follow up on ongoing projects, training programs, and other activities with member societies.
- Meeting and Event Management:
- Arrange and coordinate regular meetings, conferences, and workshops for the JASTECA Board and various sub-committees.
- Organize and manage training programs, both virtual and in-person, ensuring all logistics (venue, schedule, materials, etc.) are taken care of.
- Provide administrative support during events and meetings, including preparing agendas, taking minutes, and following up on action items.
- Social Media and Website Management:
- Manage and update the website and social media platforms (Facebook, LinkedIn, Twitter, etc.) with relevant content.
- Ensure consistent and timely communication through social media to engage with the alumni community and raise awareness of planned activities.
- Collaborate with the communication team (if applicable) to develop and share newsletters, announcements, and event details.
- Record Keeping and Documentation:
- Maintain accurate and up-to-date records of meetings, communications, training sessions, and other activities.
- Keep a well-organized database of alumni, member societies, and other key stakeholders.
- Prepare reports as required by the Management or other relevant committees.
- General Secretariat Administration:
- Assist with general office management, including filing, document preparation, and office supplies procurement.
- Manage correspondence, both internally and externally, ensuring timely responses.
- Provide administrative support to SAFAAS leadership and other members as needed.
Qualifications:
- Educational Requirements:
- Bachelor’s degree in Business Administration, Management, or a related field.
- Experience and Skills:
- Proven experience in administrative roles, preferably in an international or multi-regional environment.
- Excellent organizational, multitasking, and time-management skills.
- Strong written and verbal communication skills in English (knowledge of additional South Asian languages is a plus).
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Experience with website management, social media platforms, and digital communication tools.
- Ability to work independently, prioritize tasks, and meet deadlines while maintaining a high level of professionalism.
- Ability to work effectively both as part of a team and independently in a fast-paced environment.
- Preferred Attributes:
- Knowledge of South Asian languages (Hindi, Bengali, Tamil, etc.) would be an advantage.
- Strong interpersonal skills with the ability to interact effectively with diverse stakeholders.
Working Conditions:
Full-time position based at the JASTECA Secretariat in Sri Lanka.
How to Apply:
Interested candidates should submit their updated resume along with a cover letter outlining their qualifications and experience to the JASTECA Secretariat via email at [email protected] by 15th May 2025.
