Executive Assistant

Job Title : Head – Executive Assistant – CA Firm

Location : Ghatkopar West, Mumbai

Firm : Amit Gajara & Associates

ikar Advisors LLP

Experience : 1-2 years in Direct Taxation

Qualification : Semi qualified CA / Graduate

Job Summary : We are seeking a

proactive and highly organized Executive Assistant

to provide end-to-end support to the Partner / Management of our Chartered Accountant firm. The role involves

managing day-to-day schedules, coordinating meetings, handling confidential correspondence, and ensuring smooth office operations , enabling the Partner to focus on key client and business priorities.

Scope of Executive Assistant – CA Firm

1. Office & Partner Support

Provide comprehensive secretarial and administrative assistance to the Partner(s) / senior leadership.

Manage daily schedules—fix meetings, calls, and client appointments; remind and follow up.

Draft, proofread, and format e-mails, letters, presentations, proposals, and client communication on behalf of the Partner.

Prepare meeting agendas, take minutes, and ensure timely circulation and follow-up of action points.

2. Task & Workflow Management

Track assignments delegated by the Partner—maintain task lists, deadlines, and progress reports.

Act as a bridge between Partner and different teams to ensure smooth workflow.

Flag priority tasks, bottlenecks, and compliance deadlines.

3. Client & Stakeholder Interface

Act as a single point of contact for important clients, regulators, and service providers.

Screen and route calls, manage correspondence, and maintain professional client relationships.

Coordinate signing of engagement letters, NDAs, invoices, and fee follow-ups.

4. Office Administration

Oversee front-office and back-office operations (stationery, housekeeping, vendor coordination).

Monitor upkeep of IT equipment, conference rooms, and office facilities.

Supervise support staff and ensure adherence to office protocols and data-privacy norms.

5. Information & Document Management

Maintain digital and physical filing systems—agreements, statutory records, confidential files.

Coordinate with internal teams for periodic MIS, compliance dashboards, and reports.

Assist in preparation of presentations, proposals, and client pitch material.

6. Compliance & Confidentiality

Handle sensitive financial, tax, and client data with strict confidentiality.

Ensure timely follow-up of statutory deadlines (Income-tax, GST, MCA filings) as advised by the Partner.

7.

Travel & Event Coordination

Plan and book domestic / overseas travel (flights, hotels, visa papers, forex).

Arrange transport and manage reimbursements / advance settlements.

Coordinate client visits, seminars, and internal team events.

8. Value-Added Contributions

Suggest process improvements for better time management and efficiency.

Support recruitment drives, onboarding of new staff, and internal HR initiatives.

Help in firm branding—social media posts, event write-ups, and client newsletters.