Executive Assistant

Firm: Chirag Sancheti and Associates, Chartered Accountants

Location: Market Yard, Pune

Employment Type: Full-Time | Work From Office

Reporting To: Principal Chartered Accountant

About the Role, we are looking for a smart, proactive, well-organised and tech-savvy Executive Assistant who can assist the Principal Chartered Accountant in managing daily office operations, coordinating with staff, monitoring work progress, handling client communications and organising professional and personal responsibilities.

The ideal candidate should have excellent interpersonal skills, a pleasant personality, strong follow-up abilities and the confidence to get work completed through effective coordination rather than authority.

This position requires someone who can take ownership of responsibilities, anticipate requirements and ensure smooth day-to-day functioning of the office.

Key Responsibilities

1. Daily Office Operations & Task Management

• Review daily pending and ongoing assignments.
• Prepare daily task lists and allocate work among staff members in consultation with the Principal.
• Monitor deadlines and ensure timely completion of assignments.
• Review work status and follow up on incomplete tasks.
• Maintain a central task tracker and provide daily progress updates.
• Identify bottlenecks and coordinate their resolution.

2. Staff Coordination & Performance Monitoring

• Coordinate with team members to ensure smooth workflow.
• Monitor individual staff productivity, punctuality, work completion and adherence to deadlines.
• Prepare periodic staff-wise performance feedback reports.
• Identify recurring delays, pending assignments and areas requiring improvement.
• Maintain a positive and cooperative working environment.
• Communicate politely but firmly to ensure accountability and timely execution.

3. Assistance to the Principal

• Organise the Principal's daily schedule, appointments, meetings and priorities.
• Follow up on important professional commitments and pending decisions.
• Assist in completing routine administrative and coordination tasks.
• Prepare meeting agendas, minutes and action-point trackers.
• Coordinate personal appointments, reminders, payments and other authorised personal work.
• Ensure important tasks are not overlooked.

4. Client Communication & Relationship Management

• Communicate professionally with clients through telephone, email and WhatsApp.
• Follow up with clients for pending documents, information, payments and appointments.
• Draft professional emails, messages and routine correspondence.
• Maintain client communication records and follow-up schedules.
• Handle client queries courteously and escalate technical matters to the appropriate professional.
• Ensure timely responses and a positive client experience.

5. Fees Recovery & Financial Follow-up

• Maintain client-wise professional fees outstanding records.
• Prepare monthly fees recovery plans and collection targets.
• Follow up with clients regarding outstanding professional fees in a polite and professional manner.
• Prepare weekly recovery status reports.
• Coordinate with the accounts team for payment confirmations and reconciliation.
• Maintain authorised personal accounts, expense summaries, payment reminders and financial trackers for the Principal.

6. Monthly Planning & Management Reporting

• Prepare monthly office activity plans and task schedules.
• Track important statutory compliance deadlines in coordination with the professional team.
• Prepare daily, weekly and monthly management reports.
• Monitor staff-wise work allocation, pending tasks and completion rates.
• Identify opportunities to improve office efficiency and productivity.
• Maintain calendars for important client meetings, professional commitments and personal events.

7. Technology, AI & Digital Productivity

• Proficient in Google Workspace, including Gmail, Google Sheets, Google Docs, Google Calendar and Google Drive.
• Comfortable using Microsoft Excel, Word and other office productivity tools.
• Working knowledge of AI tools such as ChatGPT, Gemini and other automation applications.
• Ability to use AI for drafting communications, preparing summaries, organising information and improving workflows.
• Maintain digital records, task trackers, reminders and reporting dashboards.
• Follow strict confidentiality and data-security practices when using AI and digital tools.
• Skills & Competencies RequiredExcellent verbal and written communication skills in English, Hindi and Marathi.
• Strong organisational, multitasking and time-management abilities.
• Pleasant, polite and professional communication style.
• Ability to coordinate with different personalities and get work completed tactfully.
• Strong follow-up skills with attention to detail.
• Proactive approach and ability to work with minimal supervision.
• Good command of Google Workspace, MS Office and AI productivity tools.
• Ability to handle confidential professional, financial and personal information responsibly.
• Problem-solving attitude and willingness to learn.
• Confidence to communicate with clients and staff while maintaining professional relationships.
• Educational Qualification & ExperienceGraduate in Commerce, Business Administration, Management or any relevant discipline.
• Preferably 2–5 years of experience in executive assistance, office administration, operations coordination or a similar role.
• Experience in a CA firm, consulting firm or professional services organisation will be an added advantage.
• Candidates with strong organisational skills and relevant practical experience will be preferred.

What We ExpectWe are looking for someone who:

• Takes ownership instead of waiting for instructions.
• Follows up consistently without being aggressive.
• Can be friendly with staff while ensuring accountability.
• Understands priorities and manages deadlines effectively.
• Keeps the Principal informed without requiring constant supervision.
• Uses technology and AI intelligently to save time.
• Maintains complete discretion and confidentiality.

What Success Looks LikeThe successful candidate will ensure that office tasks are systematically allocated, deadlines are monitored, staff performance is visible, client communications are timely, fees recovery is regularly followed up and the Principal's professional and personal schedules remain organised.

Our objective is to hire someone who does not merely manage tasks, but ensures that tasks get completed.

How to ApplyInterested candidates may send their updated resume to:

Chirag Sancheti and Associates

Chartered Accountants

Email: chiragsanchetiandassociates@gmail.com

Contact: +91 95290 43933

Location: 556/B, Duncan Road, Gate No. 5, Market Yard, Pune – 411037