Secretary | Mumbai

• POSITION Secretary
• POSTED ON 20/08/2025
• REPORTS TO Partner
• LOCATION Mumbai

General Responsibility

• Serve as a SPOC for the Partners and their respective teams for both internal and external stakeholders including coordination with clients and collaboration with the internal team.

Calendar Management

• Manage the calendars of the assigned Partners with an overall understanding of business priorities to offer alternatives, trade-offs and consideration of the most efficient use of the Partner’s time and provides a timely reminder as necessary.
• With minimal instruction, proactively follow up on emails when copied, and determine the most appropriate next steps from a scheduling standpoint.

Travel Management

• Organize international and domestic travel arrangements; anticipates and coordinate point-to-point travel and logistics needs, commuting time and ground transportation, passport and visa processing of Partner & the team.

Expense and Time Sheet

• Create/Update client details in the Timesheet Software
• Update timesheet records and expense entries for the Partners
• Generate Invoices from the system and liaison with the Partner and the client for timely generation of invoices.
• Maintain weekly/monthly/quarterly client reports as per the need of the team and the partner.

Billing

• Create & issue invoices using the internal billing software to issue invoices to clients.
• Prepare credit memos.
• Follow up on outstanding payments.
• Monitor all payments and prepare monthly billing reports.

Administrative Support

• Assist assigned Partners in other administrative tasks to leverage time, which may include preparing reimbursement, and medical insurance claims.
• Keep track of travel days associated with tax filing overseas, client contact list, etc.
• Provide professional support to clients, assist with settling in requirements and other logistic arrangement coordination, and greet as appropriate.
• Schedule client team meetings and administrative meetings, telephone/video conferences (local and international), and client and internal events.
• Correspond to routine emails, maintain diaries, take dictations, update the client contacts and maintain necessary filing systems.
• Provide backup assistance to other Executive Assistants and reception desk as needed.

Required Skillset

• Bookkeeping skills
• Analytical and problem-solving skills
• Decision-making skills
• Excellent communications skillsGood computer skills including the ability to operate computerized accounting, spreadsheet, and word processing programs with high proficiency.
• Ability to function well in stressful situations.
• Good interpersonal skills
• Time management skills

Note: Good Excel skill is the utmost important skill set required.

Behavioural Competency

• The incumbent must maintain strict confidentiality in performing the duties.
• Honest and sensitivity
• Ability to work flexible hours.
• Good work ethics
• Self-starter, motivated, and capable of working with minimal direction.
• Display a high level of confidentiality, discretion, sound judgment, tact, and diplomacy.

Qualification

Graduate degree in any discipline with a Secretarial course from a reputed and recognized institute or relevant experience in the Secretarial/ Administration function.

Experience

5 – 8 years