Job Title: Secretary cum Admin

Location: Bangalore& Multiple Cities (Travel Required)

Organization: Specialty Coffee Association of India (SCAI)

CTC: ₹25,000 per month

Experience: 3 to 5 years

Reporting To: Executive Director / Manager

Job Overview:

The Secretary cum Admin for the Specialty Coffee Association of India (SCAI) will play a pivotal role in providing administrative and secretarial support to ensure the smooth functioning of the organization. The role involves managing schedules, event coordination, and assisting with various operational tasks, including travel arrangements, communication management, and event execution. The ideal candidate should have excellent communication skills, organizational abilities, and a background in event management, with a passion for the specialty coffee industry.

Key Responsibilities:

1. Administrative Support:

• Manage and organize the schedule and meetings of senior management.
• Handle correspondence, including emails, phone calls, and official letters.
• Maintain records, files, and documentation related to the association.
• Prepare presentations, reports, and other documents as required.
• Assist with day-to-day office operations and general administrative tasks.

1. Event Management:

• Coordinate and assist with the planning and execution of SCAI events, conferences, and workshops across various cities.
• Manage logistics, including booking venues, handling registrations, coordinating with vendors, and organizing event materials.
• Oversee event timelines to ensure all tasks are completed on schedule.
• Provide on-site event support, managing guest lists, registrations, and attendee needs.

1. Travel & Coordination:

• Handle travel arrangements (flights, accommodation, transport) for staff and event participants.
• Organize travel documentation and ensure timely arrival for events across different cities.

1. Communication:

• Serve as the first point of contact for external and internal communication.
• Draft and manage official correspondence, including newsletters and communications for members.
• Assist in managing the association's social media accounts and other online platforms.

1. Miscellaneous Support:

• Assist with member queries and provide support as needed.
• Maintain a positive and professional work environment.
• Any other duties as assigned by the senior management.

Qualifications & Skills:

• Education: Bachelor’s degree in Business Administration, Communication, Event Management, or related fields.
• Experience: 3-5 years of experience in administrative support, event coordination, or related roles.
• Skills:
• Strong communication skills (written and verbal).
• Experience in event management and logistics coordination.
• Excellent organizational and multitasking abilities.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and email communication tools.
• Ability to travel frequently across different cities.
• Attention to detail and problem-solving capabilities.
• Knowledge of the specialty coffee industry is a plus, but not required.

Personal Attributes:

• Proactive: Takes initiative and manages tasks without constant supervision.
• Team-oriented: Able to collaborate effectively with other team members and departments.
• Adaptable: Can handle changing priorities and work in a fast-paced environment.
• Professional: Maintains a high standard of professionalism in communication and tasks.