Secretary – Administration
Otters Club • Mumbai
About the Role The Secretary – Administration provides comprehensive secretarial and administrative support to the Administration Department, ensuring smooth coordination, accurate documentation, effective communication, and adherence to Club policies and procedures. The role requires discretion, organisational skills, and professional conduct. Key Responsibilities Provide day-to-day secretarial support to the Administration Department. Manage correspondence, emails, circulars, notices, and internal communications. Maintain records, files, registers, and confidential documents systematically. Schedule meetings, prepare agendas, and circulate meeting notices. Record minutes of meetings accurately and circulate them in a timely manner. Maintain records of committee meetings, administrative decisions, and approvals. Coordinate with internal departments, committee members, and external agencies. Act as a communication link between management, committees, and staff. Follow up on action points and ensure timely responses. Maintain statutory, administrative, and operational records as required. Assist in preparing reports, statements, and documentation for audits or reviews. Ensure proper filing and retrieval of records for reference. Assist in managing office supplies, stationery, and administrative requirements. Maintain appointment calendars and reminders for senior management. Support smooth day-to-day functioning of the administrative office. Handle sensitive information with complete confidentiality and integrity. Follow Club rules, discipline, and professional standards at all times. Skills & Competencies Strong organisational and time-management skills. Good written and verbal communication skills in English. Proficiency in MS Office (Word, Excel, Email, basic documentation). Ability to work independently and coordinate across departments. High level of discretion and professionalism. Qualifications & Experience Graduate in any discipline (preferred). Diploma / certification in Secretarial or Office Administration (preferred). Minimum 2–4 years experience in a similar administrative or secretarial role, preferably in a club, institution, or corporate office. Working Conditions Regular office hours as per Club policy. Occasional extended hours for meetings or events.
