Secretary / Executive Assistant

Job Title: Executive Assistant to CEO

Location: Work from Home (Candidates must reside in Mumbai)

Shift Timing: 3:00 PM to 12:00 AM IST (Monday to Friday)

Experience: 2 to 4 years in a similar EA/Secretarial role

About the Company-

We are a fast growing Legal Outsourcing company headquartered in Thane, specializing in providing top-tier support to Personal Injury law firms in United States. With a dynamic team of 80+ professionals, we are on a high-growth trajectory. We are looking for a proactive right-hand to our CEO, . This role is not just about managing a calendar; it is about streamlining the CEO’s life to allow for strategic scaling of the business.

Key Responsibilities

1. Email & Inbox Management

• Act as the first line of defense for the CEO’s email inbox.
• Categorize, prioritize, and draft responses to internal and external communications.
• Ensure that critical emails from US-based clients (Personal Injury Attorneys) are flagged and actioned immediately to maintain our 24-hour turnaround promise.

2. Meeting Management & MOM Tracking

• Schedule, coordinate, and attend internal team meetings and external client calls (US hours).
• Draft detailed Minutes of Meetings (MOMs) with clear action items.
• Tracking: Maintain a "Master Action Log." Proactively follow up with department heads (Operations, QA, HR) to ensure action items are completed on time and report progress back to the CEO.

3. Communication & Liaison

• Draft and send formal communications from the CEO’s and Directors' offices to the broader team.
• Act as a bridge between the CEO and the 80-member team, ensuring directives are understood and executed.
• Handle confidential and sensitive information with the utmost discretion.

4. Operational Status Updates

• Manage the internal reporting system.
• Get daily/weekly status updates on critical processes (e.g., Medical Record retrival, Demand Letters) to ensure the CEO is aware of the workflow health without having to chase individuals.
• Identify potential bottlenecks in workflows and bring them to the CEO’s attention with proposed solutions.

5. Expansion & Future Scope

• As the company grows, you will take on more responsibilities including project management, vendor coordination, and supporting the CEO in new business initiatives.

Requirements

Experience: 2-4 years of experience as an Executive Assistant, Personal Assistant, or Administrative Coordinator.

Industry Preference: Experience in an LPO, BPO, or Legal/KPO environment is a strong advantage.

Communication: Excellent written and verbal English skills. You must be able to draft professional emails without grammatical errors.

Tech Proficiency: Must be proficient in MS Office (Word, Excel, PowerPoint) and collaboration tools (Google Workspace, Zoom/Teams).

Discipline: Since this is a WFH role, you must have a stable internet connection (Minimum 50 Mbps) and a quiet workspace.

Location: Must be based in Mumbai (to facilitate occasional in-person meetings if required).

What We OfferWork-Life Balance: Fixed 3 PM to 12 AM shift (No late night, US overlap hours).

Growth: We are expanding. As the team grows, this role will transition into a broader Operations/Strategy role with a significant increase in compensation.

Independence: We don't micromanage. We need a self-starter who takes ownership.

Impact: You will directly impact the efficiency of the CEO and, by extension, the growth of the company.