Executive Assistant

Designation: Executive Assistant

Qualification: Any Graduate

Experience: 1-2 years (experience as an Executive Assistant / Personal Assistant / Office Manager in a Chartered Accountant, legal, consulting, or professional services firm)

Location: Ghatkopar, Mumbai

Job Description:
Our client is a proactive and highly organized Executive Assistant to provide end-to-end support to the Partner/Management of our Chartered Accountant firm. This role involves managing day-to day schedules, coordinating meetings, handling confidential correspondence, and ensuring smooth office operations, enabling the Partner to focus on key client and business priorities.

Roles & Responsibilities:

1. Office & Partner Support

·         Provide comprehensive secretarial and administrative assistance to the Partner(s) / senior leadership.

·         Manage daily schedules—fix meetings, calls, and client appointments; remind and follow up.

·         Draft, proofread, and format e-mails, letters, presentations, proposals, and client communication on behalf of the Partner.

·         Prepare meeting agendas, take minutes, and ensure timely circulation and follow-up of action points.

2. Task & Workflow Management

·         Track assignments delegated by the Partner—maintain task lists, deadlines, and progress reports.

·         Act as a bridge between Partner and different teams to ensure smooth workflow.

·         Flag priority tasks, bottlenecks, and compliance deadlines.

3. Client & Stakeholder Interface

·         Act as a single point of contact for important clients, regulators, and service providers.

·         Screen and route calls, manage correspondence, and maintain professional client relationships.

·         Coordinate signing of engagement letters, NDAs, invoices, and fee follow-ups.

4. Office Administration

·         Oversee front-office and back-office operations (stationery, housekeeping, vendor coordination).

·         Monitor upkeep of IT equipment, conference rooms, and office facilities.

·         Supervise support staff and ensure adherence to office protocols and data-privacy norms.

5. Information & Document Management

·         Maintain digital and physical filing systems—agreements, statutory records, confidential files.

·         Coordinate with internal teams for periodic MIS, compliance dashboards, and reports.

·         Assist in preparation of presentations, proposals, and client pitch material.

6. Compliance & Confidentiality

·         Handle sensitive financial, tax, and client data with strict confidentiality.

·         Ensure timely follow-up of statutory deadlines (Income-tax, GST, MCA filings) as advised by the Partner.

7. Travel & Event Coordination

·         Plan and book domestic/overseas travel (flights, hotels, visa papers, forex).

·         Arrange transport and manage reimbursements/advance settlements.

·         Coordinate client visits, seminars, and internal team events.

8. Value-Added Contributions

·         Suggest process improvements for better time management and efficiency.

·         Support recruitment drives, onboarding of new staff, and internal HR initiatives.

·         Help in firm branding—social media posts, event write-ups, and client newsletters.

• It is a Full Time Back Office / Data Entry job for candidates with 1 - 3 years of experience.