Secretary

Secretary - Arcot Group Welcome to Arcot Group, a beacon of innovation nestled in the bustling heart of Lower Parel, Mumbai. At the forefront of HR, Legal, and Finance services, we're more than just a company; we're a vibrant community dedicated to excellence. Our unwavering commitment to progress and precision paves the way for unparalleled opportunities for our team members. Dive into a world where weekends are yours to unwind, and benefits like PF underscore our care for your well-being. Here, every day is a journey in a collaborative and friendly environment that not only fosters growth but celebrates it. Join us, and be part of a dynamic future. Full-timeTurbhe, Maharashtra, India5+ Years Experience ₹ - ### Role Overview We are seeking a highly organized, proactive, and discreet Secretary to support the CEO in managing day-to-day operations, communication, and critical priorities. This role requires someone who can operate independently, stay ahead of schedules and tasks, and create structure and efficiency in a fast-paced environment. A key part of this role will be preparing and maintaining MIS reports for management review and decision-making. --- ### Key Responsibilities #### 1. Calendar & Day-to-Day Management * **Independently manage and optimise the CEO’s calendar, ensuring effective prioritisation of meetings, reviews, travel and strategic work time.** * Schedule and coordinate internal and external meetings, reviews, and travel time. * Build strategic buffers for preparation, travel, and follow-ups. * Coordinate across departments to avoid conflicts and ensure meetings are purposeful and well-structured. #### 2. Communication & Correspondence * Act as the primary point of contact for communication to and from the CEO’s office. * Draft, review, and proofread emails, letters, reports, and presentations on behalf of the CEO. * Prioritize incoming communication – identify what is urgent, what can wait, and what requires scheduled follow-up. * Maintain professional and timely responses to internal and external stakeholders. #### 3. MIS Reporting & Documentation * Prepare, update, and maintain regular MIS (Management Information System) reports for the CEO and leadership team. * Consolidate data from multiple departments to create clear dashboards, trackers, and summary reports. * Track key metrics, action items, deadlines, and project statuses, highlighting variances and risks. * Support management reviews by providing accurate, timely, and well-presented reports (Excel, PowerPoint, Google Sheets, etc.). * Maintain organized digital and physical records for quick retrieval and audit readiness. #### 4. Travel, Meetings & Board Support * Plan and book complex, multi-city travel itineraries including flights, hotels, local transport, and meeting schedules. * Prepare meeting agendas, briefing notes, and supporting documents ahead of key meetings. * Assist in preparation of board decks, review presentations, and other management reports. * Record minutes of meetings where required and follow up on agreed action points. #### 5. Coordination & Follow-Up * Track action items across multiple projects and ensure timely follow-through. * Liaise with internal teams and external partners to ensure commitments are met. * Anticipate potential bottlenecks or issues and flag them early with possible solutions. * Support the CEO in managing competing priorities and re-aligning schedules as needed. #### 6. Confidentiality, Governance & Professionalism * Handle sensitive and confidential information with the highest level of discretion and integrity. * Maintain structured filing systems (digital and physical) for easy access, security, and confidentiality. * Build and maintain strong working relationships with senior stakeholders, clients, and partners. * Represent the CEO’s office with professionalism, responsiveness, and reliability at all times. --- ### Required Qualifications & Experience * Bachelor’s degree in Business, Communications, or a related field. * 5+ years of experience as a Secretary / Executive Assistant supporting C-level or senior leadership in a fast-paced environment. * Executive Assistant/Secretarial certification is an added advantage. --- ### Skills & Competencies * **Organization & Planning:** Hyper-organized with strong time management skills; able to manage multiple priorities without dropping details. * **Communication:** Excellent written and verbal communication skills; strong drafting, proofreading, and presentation capabilities. * **MIS & Analytical Skills:** * Advanced skills in MS Excel and Google Sheets for reporting, MIS, and dashboards. * Ability to analyze data, identify trends, and present insights clearly. * **Tech Savvy:** * Proficient in MS Office (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets, Slides, Calendar). * Comfortable using productivity and collaboration tools. * Bonus: Exposure to tools like Notion, Zapier, and other workflow/automation tools. * **Execution Under Pressure:** Calm, composed, and solution-oriented when working with tight deadlines and last-minute changes. * **Detail Orientation:** Strong attention to detail in documentation, scheduling, reporting, and follow-ups. * **Discretion & Integrity:** High level of professionalism and trustworthiness in handling confidential information. * **Proactive Mindset:** Anticipates needs, identifies risks early, and brings ideas to improve workflows and efficiency.