American Alumni Association Mumbai : Secretary General

[Admin]

American Alumni Association Mumbai, Churchgate : Secretary General
Company Name: American Alumni Association
Company Location: Mumbai, Churchgate
Designation of the vacancy: Secretary General
Company E-mail for contact: american.alumni.association AT gmail.com
Company Website: www.americanalumni.net

Details of the job:
Position : Secretary General

Role : Manage day-to-day affairs of the American Alumni Association as per the Memorandum and Articles of Association and as guided by the Executive Committee and the President of the organization.

Tasks :
1. Membership
- Maintain current database of AAA members
- Respond to communications from members
- Follow up on membership renewal via email and phone
- Collect membership fees as per the latest fee schedule
- Work on innovative ways to increase membership of AAA
- Communicate the benefits of AAA to potential members / groups.

2. Student Grants
- Communicate AAA’s student grant effort to as many potential student grant applicants as possible
- Collect student grant application forms by the deadline
- Prepare lots of forms for sub-committee’s review and interview
- Organize interviews to help finalize the student grant recipients
- Sign agreements with student grant recipients
- Help raise sponsorship for the student grants, the event and AAA corpus
- Organize the student grant event
- Communicate with past grant recipients for donations to AAA

3. Monthly events
- Organize monthly learning, social and networking events for the benefit of AAA members
- Monthly events would consist of a variety – such as India-US business, education, social issues, global warming, family picnics, skill development, etc.
- Get feedback from members to help deliver events that value and interest as many members as possible.
- Ensure monthly events are either sponsored or are at zero-cost to the AAA.

4. Annual Sponsorship of AAA events
- Prepare a presentation consisting of AAA’s past events, its charitable effort, etc.
- Prepare a list of potential annual sponsors of AAA
- Present to each potential sponsor the activities of AAA, the activities that are planned for the next year, and benefits of sponsorship.
- Best efforts for earning maximum sponsorship for each category as the AAA Executive Committee sees fit - Platinum Sponsor, Gold Sponsor, Silver Sponsor, Hospitality Sponsor, Airline Sponsor, Cocktails Sponsor. The benefits available to each sponsor will be decided by the EC.
- Ensure that the benefits promised to the sponsors are delivered at each / certain events, as decided.

5. Book-keeping
- Maintain vouchers for all payments and receipts that are signed by President
- Obtain signature on cheques from the authorized signatories
- Deposit cheques by next day of receipt
- Maintain a petty cash balance of no more than Rs.2,000
- Maintain accounts books on a monthly basis as per guidance from the Chartered Accountant
- Provide necessary information and reports to Auditors, CA and the Executive Committee as required from time to time basis

6. Miscellaneous
- Maintain files and archives of all correspondence and paperwork
- Maintain minutes and circulate agenda of EC meetings
- Attend monthly EC meetings and events
- Provide weekly updates to the website and newsletter contact
- Conduct email, mail and fax correspondence with members, vendors, EC members, potential sponsors, etc.
- Manage the online payment gateway
- Meet with the President on a regular basis to make sure that work and projects are progressing as planned
- Maintain documentation on all payments, receipts, conversations with vendors and sponsors in detail

Salaries will commensurate with qualifications and experience.

The Qualification Post Graduate in social work / Post graduate Knowledge and Skills
- Good analytical and writing skills
- Ability to work independently
- Reasonable computer proficiency
- Fluency in English and Hindi /Marathi

Essential Soft Skills
- Excellent written and oral communication skills.
- Sensitization to issues related to students.
- Good interpersonal skills.
- Ability to lead a team.
- Maturity to deal with senior professional in the field.
- Good administrative and managerial skills.
- Lateral and ‘out-of-the-box’ thinking.
- Sound work ethic and professional commitment

Aditi Gambhir - Kulkarni

American Alumni Association
Vulcan Insurance Building
1st Floor,
Veer Nariman Road
Churchgate
Mumbai - 400020
India Tel: + 91 22 22821413, 22821485 Fax: + 91 22 22046141

[bibianadgama]

Post: Secretarial/PA/Executive Asst/Administration/Back Office Support Bibiana D’Gama Objective: I seek a career that provides diverse challenges to learn new skills and proficiencies which will aid me in contributing to the achievement of organizational goals. My career experience and interaction with people have made me focused towards striving to achieve excellence in whatever I do. Educational Qualifications: Bachelor of Arts – Mumbai University, India. 1989 Secretarial course from Burnley’s Commercial College Certifications: Completed a course in Commercial Shipping Trained on Handling Military Shipments Trained on Cargo Control Processes Experience Summary: 8 years experience in Container Shipping & Logistics Operational Support Activities 11 years experience in serving as Secretary to Senior Executive Management Team. Job History: Team Leader / Senior Officer Operations (Maersk Line, Pune)- Business Process Outsourcing Unit Jul 2001 to Aug 2008 Executive Finance (P & O Nedlloyd, Bombay) Feb 1995 to June 2001 Secretary to Regional Manager (Panalpina World Transport (I) Pvt. Ltd.) Jan 1994 to Jan 1995 Secretary to Managing Director (Dynatech Marketing Company) Mar 1992 to Nov 1993 Secretary to Finance Manager (Intec Polymers Pvt. Ltd.) Aug 1990 to Feb 1992 Steno/Secretary to President (National Union for Mass Awakening) Nov 1987 to Jul 1990 Professional Experience: 2007 - 2008 Maersk Line, Pune, India Team Leader Description: Maersk Line is a division of the A. P. Moller – Maersk Group. With a fleet numbering of more than 500 container vessels and more than 1,400,000 containers. Previously known as P&O Nedlloyd. Team: Support team, Operations Responsibilities: Improvement in team performance / productivity / data quality through continuous feedbacks Timely resolution and troubleshooting of day to day activities related to system, infrastructure, workstation availability Consistent Service Delivery/Continuous process improvements Staff engagement and motivation, training & attendance/leave/overtime monitoring Timely and accurate reporting as per guidelines 2006 - 2007 Maersk Line, Pune, India Senior Officer Team: Allocations and EDO (Electronic Delivery Order Handling) SUPPORT, Operations Responsibilities: Create and amend allocation lines for trades Preparing vessel schedules on a quarterly basis from GSIS (Global Scheduling System)9 Reporting weekly/monthly counts to Management Reporting team Index faxes received in order to create delivery orders for NAM customers Maintenance of documents/records as per ISO guidelines Process/Systems training/Mentoring for new joinees Monitoring team performance to ensure team KRAs are consistently met 2004 – 2005 P & O Nedlloyd, Pune, India Executive Team: Vessel Scheduling Responsibilities: Receive/Create and maintain vessel scheduling information from vessel planners and Operators within the corporate systems Ensure all activities are carried out as per Standard Operating Procedures and consistently meet the Service Level Agreements, ensuring timely signoff on projects Conference calls/weekly meetings to track and troubleshoot progress, frequently creating multi-layered contingency plans Maintenance of documents/records as per ISO guidelines Monitoring team performance to ensure team KRAs are consistently met 2001 - 2004 P & O Nedlloyd, Pune, India Executive Team: Routing Responsibilities: Setting up of new routes/maintaining priorities as per trade guidelines Ensure fastest/cheapest routes are used for container movement/proper control of trade revenue through appropriate flagging of revenue legs in transit and obsolete/non cost effective trade routes are deleted from the system to avoid business losses Secretarial Responsibilities : Co-ordination of day to day activities for Senior Management and other related work, confidential correspondence, attending mails,phone calls,keeping track of appointments, travel arrangements, maintaining records, filing, supervisory and administrative functions Personal Details: Permanent Address: A/5 Laxmi Nagar, Opp Saibaba Temple,Mahakali Caves Rd, Andheri (E), Bombay - 93 Date of Birth: December 2, 1968 Languages: English / Hindi / Marathi E-mail Id: bibianadgama AT gmail.com Contact Nos : Mobile: 9004763700 References will be provided on request