Executive Assistant

1 day ago

Mumbai Maharashtra India, Maharashtra Amit Gajara and Associates Full time

Job Title: Head – Executive Assistant – CA Firm

Location: Ghatkopar West, Mumbai

Firm: Amit Gajara & Associates

ikar Advisors LLP

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


Job Summary:

We are seeking a proactive and highly organized Executive Assistant to provide end-to-end support to the Partner/Management of our Chartered Accountant firm. The 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.


Scope of Executive Assistant – CA Firm

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.

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