Secretary - Arcot GroupWelcome 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₹800000 - 1200000### Role OverviewWe 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.
Job Title
Secretary