Deputy Secretary – Admin

Organization: Maharashtra Chamber of Commerce, Industry & Agriculture (MACCIA)

Reports To: Secretary General, MACCIA

Location: Mumbai, Maharashtra (Head Office)

Employment Type: Full-Time

Experience: 5-7 Years

About MACCIA:

Established in 1927, the Maharashtra Chamber of Commerce, Industry & Agriculture (MACCIA) is the apex industry chamber representing business, industry, and agriculture sectors across Maharashtra. With over 350 associations and thousands of direct members, MACCIA plays a pivotal role in shaping industrial policy, promoting entrepreneurship, and fostering trade and investment.

Role Overview:

The Deputy Secretary General – Admin is responsible for overseeing and managing the internal administrative functions of MACCIA, ensuring smooth day-to-day operations, institutional compliance, office infrastructure, and inter-departmental coordination. The role is vital in supporting the effective functioning of MACCIA’s Secretariat and contributing to the execution of its programs and services across the state.

Key Responsibilities:

1. Office Administration & Infrastructure Management

• Supervise daily operations of the head office and regional branches from an administrative standpoint.
• Ensure proper upkeep of office premises, meeting rooms, and facilities.
• Manage contracts and coordination with vendors, service providers, and utility operators.
• Review and put up all invoices, payments, bank reconciliations and related documents

2. Staff & HR Coordination

• Assist the Secretary General in HR-related tasks such as recruitment, staff induction, leaves, and performance monitoring.
• Maintain updated records of employees, service agreements, and duty allocations.
• Ensure adherence to office protocols, work discipline, and internal compliance policies.

3. Procurement & Asset Management

• Oversee procurement of office supplies, IT equipment, and services as per MACCIA policies.
• Ensure robust IT infrastructure, data security protocols and smooth digital workflows.
• Maintain records and inventory of all physical assets, stationery, and documentation.
• Ensure timely AMC renewals and vendor payments.

4. Record Keeping & Documentation

• Maintain and supervise documentation including files, circulars, correspondence, and minutes of internal meetings.
• Ensure accurate filing (physical and digital) of all administrative and statutory records.
• Support the preparation of reports, registers, and audit-related documentation.

6. Legal & Regulatory Compliance

• Ensure compliance with applicable administrative and regulatory standards (labour, insurance, fire safety, etc.).
• Coordinate with legal advisors and auditors for required administrative inputs.
• Monitor timelines for annual filings, license renewals, and institutional compliances.

7. Committee & Governance Support

• Assist in organizing Managing Committee, Executive Body, and Sub-Committee meetings.
• Circulate notices, prepare agendas, and ensure documentation of minutes.
• Coordinate follow-up actions and support institutional governance.

Qualifications & Competencies:

• Bachelor’s or Master’s degree in Administration, Management or related fields.
• 8+ years of experience in administrative roles, preferably in chambers, large corporates or institutions.
• Strong organizational and problem-solving abilities.
• Excellent communication skills in English and Marathi.
• Proficient in MS Office, digital record keeping, and ERP systems (if applicable).

Desirable Attributes:

• Experience in coordinating with government offices and vendors.
• High degree of integrity, confidentiality, and attention to detail.
• Ability to multitask and manage tight timelines.
• Familiarity with documentation for ISO or institutional audits (preferred).

Job Type: Full-time

Pay: ₹1,000,000.00 - ₹1,200,000.00 per year

Schedule:

• Day shift

Work Location: In person

Expected Start Date: 15/08/2025