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 key dates, tax filing deadlines, audits, and other time-sensitive obligations.

1. Communication and Correspondence :

- Draft, proofread, and format correspondence, letters, and reports.
- Liaise with clients, tax authorities, vendors, and other stakeholders as required.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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).

1. 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 : a bachelor's degree in business administration or related fields

- Technical Skills :

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

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

- 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.

Pay: ₹8,700.00 - ₹25,000.00 per month

Work Location: In person

📌 Personal Assistant (Thaltej)
🏢 Qualitas Accountants
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