Administrative Secretary

Flexing It is a freelance consulting marketplace that connects freelancers and independent consultants with organisations seeking independent talent.

This is an independent consulting role with our client that is seeking an experienced Administrative Assistant / Secretary to provide administrative and secretarial support to managers, ensuring smooth day-to-day office operations, efficient calendar management, travel coordination, documentation, and stakeholder communication. This is a full-time, on-site opportunity based in Mumbai for a duration of one year.

Key Responsibilities

• Manage calendars, schedule meetings, coordinate appointments, and ensure effective time management for managers.
• Organize and coordinate travel arrangements, including ticket bookings, accommodation, itineraries, and travel reimbursements.
• Raise and process purchase orders (POs) for the team, ensuring timely completion of related administrative activities.
• Act as the first point of contact for internal and external stakeholders, managing communications and coordinating follow-ups.
• Support managers in preparing presentations, reports, Excel trackers, and other business documents.
• Coordinate meetings, maintain schedules, and ensure the timely circulation of relevant information and meeting materials.
• Maintain well-organized records, documentation, and administrative trackers to support efficient office operations.
• Follow up on pending tasks, action items, and administrative requests to ensure timely closure.
• Handle confidential information with a high level of integrity, discretion, and professionalism.
• Coordinate with relevant teams and stakeholders to facilitate smooth communication and efficient execution of administrative activities.
• Assist with day-to-day office administration and provide proactive support to managers to improve operational efficiency.
• Identify administrative challenges, resolve routine issues, and prioritize tasks effectively in a fast-paced work environment.

Skills Required

• Excellent verbal and written communication skills, with strong stakeholder management and coordination abilities.
• Proficiency in MS Office applications, including Word, Excel, PowerPoint, and Outlook.
• Strong organizational and time-management skills, with the ability to multitask and prioritize competing requirements effectively.
• High level of integrity, confidentiality, attention to detail, and professionalism when handling administrative responsibilities.
• Ability to prepare presentations, reports, Excel trackers, and business documents while ensuring accuracy and quality.
• Preferably 2–3 years of relevant experience in secretarial, administrative, or executive assistant roles, with prior experience supporting senior leaders or multiple managers being an added advantage.
• Must be available for full-time, on-site work in Mumbai for a duration of one year.