Secretary / Executive Assistant

We are looking for an Executive Assistant to the Proprietor who can take ownership of coordination, follow-ups, task tracking, communication and day-to-day execution. This is not a conventional secretarial role.

EDUCATION:

Graduate in any discipline., Good command over English., Additional administrative, secretarial or office-management qualifications will be an advantage.

TECHNICAL SKILLS:

Exceptional Follow-Up Skills – NON-NEGOTIABLE Good communication skills.

Strong organizational and task-management skills Working knowledge of MS Office

Excel Word PowerPoint.

Good email drafting skills.

Good internet / Google research skills.

Ability to coordinate with multiple people simultaneously Ability to maintain confidentiality.

POSITION DETAILS:

Position: Executive Assistant to Proprietor Firm: R Mehta and Associates Location: Ghatkopar, Mumbai Experience: 2–5 years Salary: ₹15,000 – ₹25,000 per month Employment Type: Full-time

ABOUT THE ROLE:

The right candidate will be someone who can take a task from instruction → coordination → follow-up → completion and ensure that nothing important falls through the cracks. The EA will work closely with the Proprietor and coordinate with the firm's team members, clients and other stakeholders.

KEY RESPONSIBILITY:

“Make sure things get done.” The EA will act as an extension of the Proprietor and will be responsible for ensuring that important tasks, commitments and follow-ups are completed on time.

TASK & FOLLOW-UP MANAGEMENT :

Maintain a daily task and follow-up tracker. Record tasks assigned by the Proprietor. Coordinate with team members and clients for completion of pending tasks. Obtain clear deadlines and commitments. Follow up proactively before and on committed deadlines. Escalate delays or issues to the Proprietor. Ensure tasks are closed rather than merely communicated. Keep the Proprietor updated on important pending matters.

TEAM COORDINATION:

Coordinate with the internal team of approximately 10 members. Communicate tasks and instructions on behalf of the Proprietor. Follow up with team members regarding pending assignments. Track deadlines for client work and internal activities. Coordinate between different team members wherever required. Help ensure that commitments made to the Proprietor are fulfilled.

CLIENT COORDINATION:

Follow up with clients regarding pending documents, information and confirmations. Coordinate meetings, calls and appointments. Send reminders and professional communication. Maintain a record of pending client requirements. Escalate important or delayed client matters to the Proprietor.

EMAIL & COMMUNICATION MANAGEMENT:

Draft professional emails and correspondence. Monitor and organize important emails. Prepare responses based on instructions. Ensure important emails and follow-ups are not missed. Maintain confidentiality of client and firm information.

CALENDAR & MEETING MANAGEMENT:

Maintain the Proprietor's calendar. Schedule meetings and calls. Coordinate meeting timings with clients and team members. Prepare meeting-related information when required. Track action points arising from meetings.

RESEARCH & ADMINISTRATIVE SUPPORT:

Conduct internet-based research as required. Collect and organize information. Prepare basic reports, trackers and summaries. Assist with presentations and documents. Handle miscellaneous administrative tasks assigned by the Proprietor.

PERSONAL & SPECIAL ASSIGNMENTS:

The role may also involve coordinating certain personal or administrative tasks of the Proprietor when required. The expectation is that the EA should be comfortable taking ownership of a wide variety of assignments and getting them completed efficiently.

WHO ARE WE LOOKING FOR?

Highly Organized; Excellent at Follow-Up; Proactive; Responsible; Confident; Reliable; Honest & Discreet; A Good Communicator.

EXPERIENCE & QUALIFICATION:

Preferred Experience: 2–5 years of experience as an Executive Assistant, Personal Assistant, Office Coordinator, Senior Administrator or similar role. Candidates with experience supporting a senior professional, business owner, CA, lawyer, consultant or entrepreneur will be preferred.

Education: Graduate in any discipline. Good command over English. Additional administrative, secretarial or office-management qualifications will be an advantage.

WHAT SUCCESS LOOKS LIKE:

After joining, a successful EA should gradually become the person who ensures that the Proprietor does not have to personally chase every task. For every important task: Assign → Record → Commit → Track → Follow Up → Escalate → Close. The goal is simple: The Proprietor should be able to focus on thinking, decision-making and important client/business matters — while the EA ensures that execution happens.

THIS ROLE MAY NOT BE FOR YOU IF:

You need constant supervision. You frequently forget tasks or commitments. You are uncomfortable following up with senior people. You hesitate to remind people about pending work. You prefer a very narrowly defined job description. You don't like coordinating with multiple people. You are uncomfortable handling confidential information. You are not comfortable working in a fast-moving professional environment.

INTERVIEW PROCESS:

Round 1 — Background & Experience

Round 2 — Behavioral Interview

Round 3 — Practical Assessment

Round 4 — Reference Check

Assessment areas may include ownership, integrity, reliability, proactiveness, follow-up ability, communication, handling difficult situations, ability to get work done through others, Excel exercise, email drafting, internet research, task prioritization, follow-up scenarios, real-life coordination situations.

WHY THIS ROLE IS DIFFERENT:

This is an opportunity to work closely with the Proprietor of a growing CA firm and develop strong skills in business coordination, client management, professional communication, task management, research, administration, executive support, and problem solving.

TO APPLY:

Please share your updated CV along with a brief introduction highlighting your previous experience in Executive Assistance, coordination, follow-ups and administrative support.