Job Description

Job Title: Personal Secretary

Key Responsibilities:

1. Diary and Calendar Management:

- Manage the schedules of partners or senior accountants, organizing meetings, client appointments, and deadlines.

- Monitor and prioritize tasks, rescheduling appointments when needed and ensuring meetings run on time.

- Remind the team of important dates, tax filing deadlines, audits, and other time-sensitive obligations.

2. Communication and Correspondence:

- Act as the first point of contact, handling phone calls, emails, and other forms of communication on behalf of the CA.

- Draft, proofread, and format correspondence, letters, and reports.

- Liaise with clients, tax authorities, vendors, and other stakeholders as required.

3. Document Management:

- Maintain organized electronic and physical filing systems for confidential documents, including tax filings, audit reports, financial statements, and client agreements.

- Prepare and format financial reports, invoices, and tax returns as required by the accountants.

- Assist in gathering documentation and financial information from clients for audits or tax returns.

4. Client Interaction and Relationship Management:

- Schedule client meetings, audits, and reviews, ensuring the CA has all necessary materials and information.

- Handle client inquiries, ensuring prompt follow-up on requests and maintaining good client relations.

- Prepare agendas, presentations, and meeting minutes as necessary.

5. Travel Arrangements:

- Organize and coordinate travel arrangements for partners, including booking flights, accommodation, and ground transportation.

- Prepare detailed itineraries for business trips or client visits.

6. Administrative and Office Support:

- Manage office supplies and handle procurement needs.

- Assist with the preparation of documents for client billing and expense reporting.

- Oversee day-to-day office operations, ensuring the office runs efficiently.

7. Financial and Billing Support:

- Support in the preparation of invoices, processing of client payments, and management of expense reports.

- Handle routine banking tasks like deposits and transfers as directed by the senior accountant.

8. Confidentiality and Discretion:

- Ensure all client and financial information is handled with strict confidentiality.

- Manage sensitive financial data and personal information of clients and partners with utmost discretion.

9. Meeting Coordination and Preparation:

- Arrange internal meetings, conference calls, and staff briefings, preparing agendas and relevant documents in advance.

- Take minutes during meetings and follow up on action points as necessary.

- Set up and manage conference rooms or online meeting platforms (e.g., Zoom, Microsoft Teams).

10. Ad-hoc Tasks:

- Assist in ad-hoc projects or tasks such as research, organizing events, or coordinating with other departments.

- Occasionally handle personal tasks for the CA partner, such as managing personal appointments or travel plans.

Qualifications and Skills:

- Experience : Prior experience as a personal or administrative assistant, preferably in a finance, accounting, or professional services firm.

- Education : High school diploma required; a bachelor's degree in business administration or related fields is a plus.

- Technical Skills :

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

- Familiarity with accounting software like Tally, QuickBooks, or similar tools is an advantage.

- Communication : Excellent written and verbal communication skills for drafting emails and reports.

- Organizational Skills : Strong attention to detail, time management, and multitasking abilities.

- Interpersonal Skills : Ability to work with clients professionally and maintain positive relationships.

- Confidentiality : Must maintain the highest level of confidentiality due to the sensitive nature of accounting and financial data.

Job Type: Full-time

Pay: ?8,700.19 - ?26,055.59 per month

Schedule:

• Day shift

Work Location: In person