Secretary / Executive Assistant

We are hiring – Executive Assistant to (MD)

Company: First Advisor Insurance Broker Private Limited

Designation: Executive Assistant to Managing Director (MD)

Location: Office No. 410, A Wing, Express Zone Building, Western Express Highway, Malad East, Mumbai

Experience: 3–5 Years

Industry Experience: Insurance / Insurance Broking background preferred.

Job

Summary: We are looking for a highly professional, organized, proactive, and confidential Executive Assistant to provide comprehensive administrative and executive support to the Managing Director. The ideal candidate must have relevant experience in the insurance/insurance broking industry, excellent communication and coordination skills, strong follow-up ability, and the maturity to handle confidential business information and senior-level responsibilities.

Key

Responsibilities: Executive PA Support to the Director

·        Calendar & Stakeholder Management: Act as the gatekeeper for the Director’s calendar. Schedule meetings with corporate clients, insurance underwriters, and internal teams.

·        Communication Handling: Screen incoming calls, emails, and correspondence. Draft high-quality emails, letters, proposals, and corporate memos on behalf of the Director.

·        Travel Coordination: Arrange comprehensive domestic and international travel itineraries, including flights, hotels, visas, and local transport for client pitches and insurance conferences.

·        Meeting Preparation: Prepare agendas, collate presentation decks, attend key meetings, and accurately record minutes and follow-up action items.

·        2. Office Administration & Operations

·        Facility Management: Maintain the daily upkeep of the Mumbai office space, ensuring a clean, welcoming, and productive corporate environment.

·        Vendor & Supply Management: Manage relationships with external vendors (couriers, IT support, facility maintenance, and pantry). Monitor and restock office supplies.

·        Client & Insurer Welcoming: Greet visiting clients, corporate partners, and insurance company executives warmly, maintaining a professional front-office presence.

·        Billing & Basic Finance: Track office administrative expenses, manage petty cash, process the Director’s expense claims, and coordinate with the accounts team for vendor and regulatory/membership renewals.

Qualifications: Bachelor’s degree in any discipline; MBA/PG qualification will be an advantage.

·        Minimum 3 years of relevant experience as an Executive Assistant, Personal Assistant, Management Assistant, or similar role.

·        Experience in the insurance / insurance broking industry is mandatory.

Skills

Required: Excellent verbal and written communication skills.

·        Strong knowledge of MS Office – Word, Excel, PowerPoint, and Outlook.

·        Excellent calendar, meeting, documentation, and follow-up management skills.

·        Strong organizational, multitasking, and time-management abilities.

·        Strong analytical and problem-solving skills.

·        Good understanding of insurance industry terminology, processes, and business coordination.

Company website - https://www.firstadvisorsinsurance.com