3,574 Secretary jobs in India

About the Role

We are seeking a highly organized and proactive Secretary to provide comprehensive administrative and clerical support to our legal team. The role requires strong multitasking abilities, attention to detail, and the capacity to maintain confidentiality while ensuring smooth day-to-day operations of the firm.

Key Responsibilities

• Manage and maintain calendars, schedule meetings, and coordinate appointments for lawyers and partners.
• Draft, format, and proofread legal documents, correspondence, and reports.
• Handle phone calls, emails, and other communications on behalf of the team.
• Maintain and organize case files, client records, and confidential documents (both physical and electronic).
• Liaise with clients, courts, and other external parties in a professional manner.
• Assist in preparing documents for hearings, client meetings, and case filings.

Ideal Experience range: 5 - 8 years

Education Qualification: Graduate degree in any discipline with a Secretarial course from a reputed and recognized institute or relevant experience in the Secretarial/ Administration function.

General Responsibility:

• Serve as a SPOC for the Partners and their respective teams for both internal and external stakeholders including coordination with clients and collaboration with the internal team.

Calendar Management:

• Manage the calendars of the assigned Partners with an overall understanding of business priorities to offer alternatives, trade-offs and consideration of the most efficient use of the Partner’s time and provides a timely reminder as necessary.
• With minimal instruction, proactively follow up on emails when copied, and determine the most appropriate next steps from a scheduling standpoint.

Travel Management:

• Organize international and domestic travel arrangements; anticipates and coordinate point-to-point travel and logistics needs, commuting time and ground transportation, passport and visa processing of Partner & the team.

Expense and Time Sheet:

• Create/Update client details in the Timesheet Software
• Update timesheet records and expense entries for the Partners
• Generate Invoices from the system and liaison with the Partner and the client for timely generation of invoices.
• Maintain weekly/monthly/quarterly client reports as per the need of the team and the partner.

Billing:

• Create & issue invoices using the internal billing software to issue invoices to clients.
• Prepare credit memos.
• Follow up on outstanding payments.
• Monitor all payments and prepare monthly billing reports.

Administrative Support:

• Assist assigned Partners in other administrative tasks to leverage time, which may include preparing reimbursement, and medical insurance claims.
• Keep track of travel days associated with tax filing overseas, client contact list, etc.
• Provide professional support to clients, assist with settling in requirements and other logistic arrangement coordination, and greet as appropriate.
• Schedule client team meetings and administrative meetings, telephone/video conferences (local and international), and client and internal events.
• Correspond to routine emails, maintain diaries, take dictations, update the client contacts and maintain necessary filing systems.

· Provide backup assistance to other Executive Assistants and reception desk as needed.

Required Skillset:

• Bookkeeping skills
• Analytical and problem-solving skills
• Decision-making skills
• Excellent communications skills
• Good computer skills including the ability to operate computerized accounting, spreadsheet, and word processing programs with high proficiency.
• Ability to function well in stressful situations.
• Good interpersonal skills
• Time management skills

Behavioral Competency:

• The incumbent must maintain strict confidentiality in performing the duties.
• Honest and sensitivity
• Ability to work flexible hours.
• Good work ethics
• Self-starter, motivated, and capable of working with minimal direction.
• Display a high level of confidentiality, discretion, sound judgment, tact, and diplomacy.

Ideal Experience range: 5 - 8 years

Education Qualification: Graduate degree in any discipline with a Secretarial course from a reputed and recognized institute or relevant experience in the Secretarial/ Administration function.

General Responsibility:

• Serve as a SPOC for the Partners and their respective teams for both internal and external stakeholders including coordination with clients and collaboration with the internal team.

Calendar Management:

• Manage the calendars of the assigned Partners with an overall understanding of business priorities to offer alternatives, trade-offs and consideration of the most efficient use of the Partner’s time and provides a timely reminder as necessary.
• With minimal instruction, proactively follow up on emails when copied, and determine the most appropriate next steps from a scheduling standpoint.

Travel Management:

• Organize international and domestic travel arrangements; anticipates and coordinate point-to-point travel and logistics needs, commuting time and ground transportation, passport and visa processing of Partner & the team.

Expense and Time Sheet:

• Create/Update client details in the Timesheet Software
• Update timesheet records and expense entries for the Partners
• Generate Invoices from the system and liaison with the Partner and the client for timely generation of invoices.
• Maintain weekly/monthly/quarterly client reports as per the need of the team and the partner.

Billing:

• Create & issue invoices using the internal billing software to issue invoices to clients.
• Prepare credit memos.
• Follow up on outstanding payments.
• Monitor all payments and prepare monthly billing reports.

Administrative Support:

• Assist assigned Partners in other administrative tasks to leverage time, which may include preparing reimbursement, and medical insurance claims.
• Keep track of travel days associated with tax filing overseas, client contact list, etc.
• Provide professional support to clients, assist with settling in requirements and other logistic arrangement coordination, and greet as appropriate.
• Schedule client team meetings and administrative meetings, telephone/video conferences (local and international), and client and internal events.
• Correspond to routine emails, maintain diaries, take dictations, update the client contacts and maintain necessary filing systems.

· Provide backup assistance to other Executive Assistants and reception desk as needed.

Required Skillset:

• Bookkeeping skills
• Analytical and problem-solving skills
• Decision-making skills
• Excellent communications skills
• Good computer skills including the ability to operate computerized accounting, spreadsheet, and word processing programs with high proficiency.
• Ability to function well in stressful situations.
• Good interpersonal skills
• Time management skills

Behavioral Competency:

• The incumbent must maintain strict confidentiality in performing the duties.
• Honest and sensitivity
• Ability to work flexible hours.
• Good work ethics
• Self-starter, motivated, and capable of working with minimal direction.
• Display a high level of confidentiality, discretion, sound judgment, tact, and diplomacy.

Secretary

Taking dictation from Managing Director and sending letter & mails accordingly.
Manage the daily/weekly/monthly agenda and arrange new meetings and appointments
Support and facilitate the completion of regular reports
managing databases & prioritising workloads
answering telephone calls, maintaining diaries, arranging appointments, taking messages, typing and word processing
receive, sort and distribute incoming mail & prepare outgoing mail for distribution
handling correspondence, maintain office filing and storage systems
update and maintain databases such as mailing lists, contact lists and client information
retrieve information when requested
organize travel arrangements for MD/Staff
co-ordinate and organize appointments and meetings
organising and servicing meetings (producing agendas and taking minutes)

Job Description - Secretary for Leadership

Job accountabilities

Taking down dictation and typing of agreements, etc.

Maintain calendars, arrange, coordinate meetings and logistics

Answer executive phones, take accurate message, handle urgent calls with appropriate judgment.

Arrange (including selection of date, time, and location) internal and external meetings

Handle all travel arrangements (domestic and international) including hotel arrangements, car, etc. accommodation, airline reservations, rental cars, off-site meeting venues.

Arrange special meeting facilities (e.g. food, PC projector, etc.); send meeting confirmation emails

Overall Administration

Confidential records maintenance

Filing of documents systematically

Skills & Competencies

Good interpersonal communication skills

Effective time and workload management

Effective multi-tasking skills Proficient in Microsoft Office and excel

Pro-active, problem solving approach

Ability to form good working relationships with a wide range of groups

Self-motivated and able to work unsupervised and on own initiative

Keen eye for detail and accuracy

Secretary

Bachelor’s Degree of any statutory University and Personal Secretarial Certificate Course or Diploma in Secretarial Course with Stenography and typing is essential. Knowledge in is necessary. He/she should have 60/120 w.p.m speed in typing & shorthand, word processing and good communication skills. 3-5 years of secretarial experience & Stenography is essential. Person should have worked in similar capacity and should have hands on experience in coordination, scheduling meetings, follow-ups, logistics arrangements, etc. 

Roles and Responsibilities