Deputy Secretary

**Organization**: Maharashtra Chamber of Commerce, Industry & Agriculture (MACCIA)

**Reports To**: Secretary General, MACCIA

**Location**: Mumbai, Maharashtra (Head Office)

**Employment Type**: Full-Time

**Experience**: 5-7 Years

**About MACCIA**:
Established in 1927, the Maharashtra Chamber of Commerce, Industry & Agriculture (MACCIA) is the apex industry chamber representing business, industry, and agriculture sectors across Maharashtra. With over 350 associations and thousands of direct members, MACCIA plays a pivotal role in shaping industrial policy, promoting entrepreneurship, and fostering trade and investment.

**Role Overview**:
The Deputy Secretary General - Admin is responsible for overseeing and managing the internal administrative functions of MACCIA, ensuring smooth day-to-day operations, institutional compliance, office infrastructure, and inter-departmental coordination. The role is vital in supporting the effective functioning of MACCIA’s Secretariat and contributing to the execution of its programs and services across the state.

**Key Responsibilities**:
**1. Office Administration & Infrastructure Management**
- Supervise daily operations of the head office and regional branches from an administrative standpoint.
- Ensure proper upkeep of office premises, meeting rooms, and facilities.
- Manage contracts and coordination with vendors, service providers, and utility operators.
- Review and put up all invoices, payments, bank reconciliations and related documents

**2. Staff & HR Coordination**
- Assist the Secretary General in HR-related tasks such as recruitment, staff induction, leaves, and performance monitoring.
- Maintain updated records of employees, service agreements, and duty allocations.
- Ensure adherence to office protocols, work discipline, and internal compliance policies.

**3. Procurement & Asset Management**
- Oversee procurement of office supplies, IT equipment, and services as per MACCIA policies.
- Ensure robust IT infrastructure, data security protocols and smooth digital workflows.
- Maintain records and inventory of all physical assets, stationery, and documentation.
- Ensure timely AMC renewals and vendor payments.

**4. Record Keeping & Documentation**
- Maintain and supervise documentation including files, circulars, correspondence, and minutes of internal meetings.
- Ensure accurate filing (physical and digital) of all administrative and statutory records.
- Support the preparation of reports, registers, and audit-related documentation.

**6. Legal & Regulatory Compliance**
- Ensure compliance with applicable administrative and regulatory standards (labour, insurance, fire safety, etc.).
- Coordinate with legal advisors and auditors for required administrative inputs.
- Monitor timelines for annual filings, license renewals, and institutional compliances.

**7. Committee & Governance Support**
- Assist in organizing Managing Committee, Executive Body, and Sub-Committee meetings.
- Circulate notices, prepare agendas, and ensure documentation of minutes.
- Coordinate follow-up actions and support institutional governance.

**Qualifications & Competencies**:

- Bachelor’s or Master’s degree in Administration, Management or related fields.
- 8+ years of experience in administrative roles, preferably in chambers, large corporates or institutions.
- Strong organizational and problem-solving abilities.
- Excellent communication skills in English and Marathi.
- Proficient in MS Office, digital record keeping, and ERP systems (if applicable).

**Desirable Attributes**:

- Experience in coordinating with government offices and vendors.
- High degree of integrity, confidentiality, and attention to detail.
- Ability to multitask and manage tight timelines.
- Familiarity with documentation for ISO or institutional audits (preferred).

Pay: ₹1,000,000.00 - ₹1,200,000.00 per year

Schedule:

- Day shift

Work Location: In person

Expected Start Date: 15/08/2025