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

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### 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.

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### Key Responsibilities

#### 1. Calendar & Day-to-Day Management

* **Independently manage and optimise the CEOs 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 CEOs 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 CEOs office with professionalism, responsiveness, and reliability at all times.

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### Required Qualifications & Experience

* Bachelors 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.

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### 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.