Secretary/receptionist

Job Title: Personal Secretary

Key Responsibilities:
1. **Diary and Calendar Management**:

- Manage the schedules of partners or senior accountants, organizing meetings, client appointments, and deadlines.
- Monitor and prioritize tasks, rescheduling appointments when needed and ensuring meetings run on time.
- Remind the team of important dates, tax filing deadlines, audits, and other time-sensitive obligations.

2. **Communication and Correspondence**:

- Draft, proofread, and format correspondence, letters, and reports.
- Liaise with clients, tax authorities, vendors, and other stakeholders as required.

3. **Document Management**:

- Maintain organized electronic and physical filing systems for confidential documents, including tax filings, audit reports, financial statements, and client agreements.
- Prepare and format financial reports, invoices, and tax returns as required by the accountants.
- Assist in gathering documentation and financial information from clients for audits or tax returns.

4. **Client Interaction and Relationship Management**:

- Schedule client meetings, audits, and reviews, ensuring the CA has all necessary materials and information.
- Handle client inquiries, ensuring prompt follow-up on requests and maintaining good client relations.
- Prepare agendas, presentations, and meeting minutes as necessary.

5. **Travel Arrangements**:

- Organize and coordinate travel arrangements for partners, including booking flights, accommodation, and ground transportation.
- Prepare detailed itineraries for business trips or client visits.

6. **Administrative and Office Support**:

- Manage office supplies and handle procurement needs.
- Assist with the preparation of documents for client billing and expense reporting.
- Oversee day-to-day office operations, ensuring the office runs efficiently.

7. **Financial and Billing Support**:

- Support in the preparation of invoices, processing of client payments, and management of expense reports.
- Handle routine banking tasks like deposits and transfers as directed by the senior accountant.

8. **Confidentiality and Discretion**:

- Ensure all client and financial information is handled with strict confidentiality.
- Manage sensitive financial data and personal information of clients and partners with utmost discretion.

9. **Meeting Coordination and Preparation**:

- Arrange internal meetings, conference calls, and staff briefings, preparing agendas and relevant documents in advance.
- Take minutes during meetings and follow up on action points as necessary.
- Set up and manage conference rooms or online meeting platforms (e.g., Zoom, Microsoft Teams).

10. **Ad-hoc Tasks**:

- Assist in ad-hoc projects or tasks such as research, organizing events, or coordinating with other departments.
- Occasionally handle personal tasks for the CA partner, such as managing personal appointments or travel plans.

**Qualifications and Skills**:

- **Experience**: Prior experience as a personal or administrative assistant, preferably in a finance, accounting, or professional services firm.
- **Education**: High school diploma required; a bachelor's degree in business administration or related fields is a plus.
- **Technical Skills**:

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with accounting software like Tally, QuickBooks, or similar tools is an advantage.
- **Organizational Skills**: Strong attention to detail, time management, and multitasking abilities.
- **Interpersonal Skills**: Ability to work with clients professionally and maintain positive relationships.
- **Confidentiality**: Must maintain the highest level of confidentiality due to the sensitive nature of accounting and financial data.

Pay: ₹8,700.19 - ₹26,055.59 per month

Schedule:

- Day shift

Work Location: In person