Secretary

3 weeks ago

Mumbai, Maharashtra, India Economic Laws Practice (ELP) Full time

Ideal Experience range: 5 - 8 years

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

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 skills
  • Good 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

Behavioral 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.

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