Assistant Manager – Secretarial

1. POSITION VACANT: Assistant Manager Secretarial, Leading Philanthropic Organisation, Mumbai

2. ORGANISATIONAL BACKGROUND:

Our client is a respected philanthropic organisation working across India to enable large-scale, sustainable change. The organisation focuses on addressing complex development challenges through innovation, partnerships, and programme implementation. It supports initiatives that strengthen communities, build resilience, and expand opportunities for underserved populations in line with national priorities and global development goals.

Given the organisations high governance standards and the seniority of internal stakeholders, the post-holder must consistently demonstrate maturity, sound judgement, discretion, and the ability to engage professionally with the CEOs Office and Trustees representatives.

3. JOB DESCRIPTION/ RESPONSIBILITIES:

The Assistant Manager Secretarial (AM-S) will report to the Vice President and work closely with the CEOs Office , providing comprehensive support in secretarial, governance, and compliance functions across the organisation. The post-holder shall ensure regulatory compliance, maintain accurate documentation, and assist in organising meetings of the Trustees.

Key Responsibilities:

• Assist in the preparation of draft Notices, Agenda, and Minutes of Trustees Meetings;
• Prepare and maintain all necessary documents, registers, and records;
• Maintain and update status trackers of all activities;
• Ensure timely regulatory and statutory filings;
• Coordinate with internal teams to collect and collate relevant data for Agenda Notes;
• Liaise with EAs/PAs of Trustees, auditors, vendors, and consultants as required;
• Monitor regulatory updates and ensure timely compliance;
• Perform any other related secretarial and compliance tasks as required.

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

Qualifications

Applicants must have successfully cleared all modules of the CS Executive Programme (Inter-CS) .

Experience

Applicants must have around five years of relevant experience in corporate secretarial support, governance documentation, statutory filings, and compliance-related functions.

Skills and Competencies

• Excellent attention to detail and accuracy in documentation;
• Strong written and verbal communication skills, with the ability to prepare clear, precise, and structured documents for senior leadership;
• Demonstrated maturity, professional judgement, and the ability to work with confidentiality and integrity;
• Good analytical ability for reviewing compliance requirements, interpreting statutory needs, and maintaining accurate trackers;
• Well-organised, with strong time management and multi-tasking skills;
• Strong interpersonal skills for coordination with Trustees offices, internal teams, auditors, consultants, and external stakeholders;
• Proficient in MS Office and document management systems;
• Discreet, dependable, and capable of handling sensitive information in a senior-governance setting.

5. COMPENSATION OFFERED:

The compensation for the position is competitive and commensurate with experience and salary history.

6. LOCATION & NATURE OF APPOINTMENT:

(1) Location: Mumbai

(2) Nature of Appointment: Full-Time Employment (FTE Agreement 3 Years)

7. REFERENCE: AM-S-LPO

8. APPLICATION PROCESS:

Eligible candidates interested in this position are requested to apply by or before December 31, 2025.

Our client is an equal opportunity employer and encourages candidates from diverse backgrounds to apply. All employment decisions are based on organizational needs, job requirements, and individual qualifications without regard to race, religion, ethnic origin, gender, age, or sexual orientation.