Company: Octaga Green Power & Sugar Co. Ltd.
Location: Mumbai, Maharashtra
Department: Management / Executive Office
Salary: Up to ₹40,000 per month
Employment Type: Full-Time, Work From Office
Reporting To: Managing Director (MD)

Job Summary

We are looking for a smart, organised, proactive, and trustworthy Executive Assistant to the Managing Director (MD) to provide comprehensive administrative, personal assistance, legal documentation, and management coordination support.

The candidate must hold an LL.B. qualification and possess strong communication, computer, documentation, and organisational skills. The role involves managing the MD's schedule, handling calls and emails, arranging meetings and travel, preparing documents, coordinating with employees and external parties, following up on assigned tasks, and assisting with legal and business-related work.

The ideal candidate should be capable of anticipating the MD's requirements, maintaining confidentiality, managing multiple responsibilities, and ensuring that work is completed efficiently and on time.

Key Responsibilities1. Executive & Personal Assistance to MD

- Manage the MD's daily calendar, appointments, meetings, reminders, and schedules.
- Handle incoming calls, emails, messages, and correspondence as required.
- Coordinate meetings with employees, clients, business associates, consultants, and other visitors.
- Arrange travel bookings, hotel reservations, transportation, and meeting logistics whenever required.
- Prepare daily schedules, maintain appointment records, and remind the MD of significant commitments.
- Screen and prioritise requests, ensuring urgent matters receive timely attention.
- Maintain and organise the MD's important files, documents, contacts, and records.
- Assist with printing, scanning, photocopying, filing, courier dispatches, and other routine office requirements.
- Handle confidential documents and sensitive information with complete discretion.

2. Daily Task Management & Follow-ups

- Maintain a daily task list of instructions and assignments given by the MD.
- Coordinate with different departments and employees to ensure assigned tasks are completed on time.
- Follow up on pending work, reports, approvals, payments, meetings, and important deadlines.
- Collect updates from concerned employees and present clear progress reports to the MD.




- Ensure that the MD receives necessary information and updates without having to repeatedly ask for them.
- Identify delays, communicate concerns, and escalate urgent or unresolved matters.
- Maintain trackers for pending tasks, meetings, commitments, and follow-up activities.

3. Administrative & Office Coordination

- Prepare letters, emails, notices, memos, meeting notes, reports, and other official correspondence.
- Maintain physical and digital filing systems and ensure documents are easily accessible.
- Coordinate with vendors, consultants, service providers, and external agencies.
- Assist with office administration, stationery requirements, document dispatches, and general coordination.
- Organise meetings, prepare agendas, record minutes, and track action points.
- Coordinate with HR, accounts, operations, legal, and other departments whenever required.
- Assist with collecting information, obtaining approvals, and completing administrative assignments.

4. Legal Documentation & Coordination

- Draft and organise agreements, contracts, official letters, notices, undertakings, and other legal documents.
- Assist with legal research and the preparation and verification of supporting documentation.
- Coordinate with advocates, legal consultants, and other professionals regarding legal matters.
- Maintain records of agreements, legal correspondence, renewals, deadlines, and compliance documents.
- Assist in reviewing documents for completeness and flagging issues requiring professional legal review.

5. Technical & Computer Skills

- Prepare professional documents and reports using MS Word, Excel, and PowerPoint.
- Maintain Excel trackers, data records, task sheets, and management reports.
- Use email, Google Workspace, PDF editing tools, online platforms, and digital filing systems.
- Use AI tools to assist with drafting, summarising documents, research, and routine office productivity.
- Handle scanning, printing, document conversion, formatting, and other computer-related office tasks.
- Ensure the accuracy, organisation, and confidentiality of digital records.

6.



Management & Business Coordination

- Assist the MD with business-related assignments, presentations, reports, and project documentation.
- Coordinate with internal teams to collect information and prepare updates for management.
- Follow up on pending approvals, vendor matters, business correspondence, and ongoing assignments.
- Support the MD in maintaining an organised workflow and ensuring priorities are addressed.
- Undertake additional professional, administrative, and coordination responsibilities as assigned by the MD.

Required Qualifications & Skills

- Educational Qualification: LL.B. (Bachelor of Laws) is mandatory.
- Experience: 1–4 years in executive assistance, personal assistance, legal assistance, or administrative coordination preferred.
- Computer Skills: Good knowledge of MS Word, Excel, PowerPoint, email, PDF tools, and digital documentation.
- Legal Skills: Understanding of legal drafting, agreements, contracts, and document management.
- Communication Skills: Good written and verbal communication in English and Hindi.
- Organisational Skills: Strong time management, prioritisation, coordination, and follow-up abilities.
- Technology Skills: Familiarity with AI tools and digital productivity platforms is an advantage.
- Personal Attributes: Professional, punctual, discreet, detail-oriented, resourceful, and proactive.

Ideal Candidate Profile

- Able to work directly with the MD and understand instructions quickly.
- Capable of managing routine assistance duties alongside legal and business documentation.
- Comfortable coordinating with employees, senior management, lawyers, vendors, and external stakeholders.
- Able to manage multiple assignments without losing track of important deadlines.
- Takes ownership of tasks and provides timely updates without constant supervision.
- Maintains complete confidentiality and professional conduct at all times.

Salary & Working Details

- Salary: Up to ₹40,000 per month, depending on experience and suitability.
- Location: Mumbai office.
- Employment Type: Full-time, work from office.
- Reporting To: Managing Director (MD).

Application Process

Interested candidates should share their updated CV along with their LL.B. qualification, relevant experience, current salary, expected salary, notice period, and current location.

Pay: ₹12,000.00 - ₹40,000.00 per month

Work Location: In person

📌 Executive Assistant to MD (Mumbai)
🏢 Octaga Green Power & Sugar
📍 Mumbai