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Job Description Secretary / Administrative Support – Regulatory Approvals

Position Title

Secretary / Administrative Support – Regulatory Approvals

Department

Regulatory Approvals

Location

Mumbai

Reporting To

Head – Regulatory Approvals

Role Summary

We are looking for an experienced Secretary / Executive Assistant / Administrative Coordinator to provide comprehensive administrative, documentation, and coordination support to the Regulatory Approvals function. The role requires strong organizational skills, excellent communication abilities, and the capability to manage multiple stakeholders while ensuring efficient record management and smooth departmental operations.

Key Responsibilities

Administrative & Documentation Support

- Manage day-to-day administrative requirements of the Regulatory Approvals department.
- Maintain correspondence, records, files, and documentation related to projects and statutory approvals.
- Draft, format, and maintain routine letters, emails, submissions, internal notes, meeting minutes, and follow-up communications.
- Maintain systematic physical and digital records of approvals, NOCs, permissions, drawings, statutory correspondence, demand notes, invoices, and payment receipts.
- Ensure proper record management and confidentiality of regulatory and project-related information.

Coordination & Tracking

- Maintain project-wise trackers for submissions, approvals, payments, meetings, and pending action items.
- Coordinate with internal departments, consultants, and external stakeholders for timely completion of regulatory requirements.
- Follow up with concerned departments for documents, approvals, signatures, payments, and information required for statutory submissions.
- Assist in preparation and circulation of internal approval notes and supporting documentation.




- Monitor and track pending approvals and ensure timely follow-up of action items.

Financial & Vendor Coordination

- Coordinate with Finance and Accounts teams for processing statutory payments, consultant invoices, demand notes, and other project-related payments.
- Maintain updated records of payments processed and supporting documentation.
- Support reconciliation and tracking of departmental expenses related to approvals and statutory compliances.

Executive Support

- Manage calendars, meeting schedules, appointments, reminders, and follow-up actions for the Head of Regulatory Approvals.
- Organize meetings, prepare agendas, record minutes, circulate action points, and track closure of agreed actions.
- Coordinate travel arrangements, documentation, printing, scanning, courier services, and other departmental administrative requirements.
- Provide general administrative assistance to the Regulatory Approvals team to ensure smooth functioning of the department.

Qualification & Experience

Education

- Graduate in any discipline.
- Additional qualification in Administration, Secretarial Practice, Business Administration, or related fields will be an advantage.

Experience

- 5 to 10 years of experience as a Secretary, Executive Assistant, Administrative Coordinator, or similar support role.
- Experience supporting senior management or project teams in real estate, construction, infrastructure, consulting, or related industries will be preferred.

Skills & Competencies

- Strong written and verbal communication skills.
- Excellent drafting, documentation, and record-management capabilities.
- Proficiency in MS Office (Excel, Word, PowerPoint, Outlook).
- Strong coordination and stakeholder management skills.
- Ability to manage multiple priorities and deadlines.
- High attention to detail and organizational skills.
- Ability to handle confidential information with discretion and professionalism.
- Solid follow-up and tracking capabilities.

📌 Secretary (Mumbai)
🏢 Phoenix Mills
📍 Mumbai