Secretarial Executive to CFO (Billing,SAP), Mumbai

Job Description:

Secretarial Executive Grade - Executive I

1. Qualification B.Com/M.Com
2. Previous Experience (Yr.) Atleast 2 years of prior experience

3. Key Deliverables Invoicing and budgeting:

Responsible for processing all invoices issued by vendors engaged by the Secretarial

- Ensure timely payment of all invoices
- Ensure compliance with all internal SOPs
- Ensure all vendors provide digital invoices
- To verify the invoices and conduct basic checks
- To assist the team with budgeting exercise
- To monitor the budget and ensure that expenses incurred are within the approved
- To ensure purchase orders are raised in advance and shared with vendors Returns with Ministry of Corporate Affairs
- Compilation and filing of the statutory forms and applications to be filed with the Ministry of Corporate Affairs
- Updation of Registers under the Companies Act, 2013

Filing to Stock Exchanges through the electronic portal (BSE Listing/NEAPS) Board meetings support 

- To organise meetings of the Board and its Committee through video – conference/ in person
- To co – ordinate with Directors for meeting support
- To ensure that the Directors have necessary IT support for the Board and Committee meetings
- To ensure that Board room is equipped with all necessary IT/admin support for the meetings
- To engage with IT for Board meeting related pre checks
- To maintain repository of all Board of Directors personal details, documents and attendance Support to Directors
- To ensure payment of sitting fees and commission to Directors
- To arrange for travel of Directors attending the Board meetings
- To co – ordinate with Directors and their assistants for the travel
- To book flights in advance for the travel of out station directors
- To arrange for hotel stay
- To provide other required administrative support to

Directors Record management
- Responsible for maintaining records of all Companies Act and SEBI Regulations filings and documentation Assisting CFO
- To assist the CFO with filing tour bills
- To arrange for international travel of CFO
- To provide other necessary support
- To co – ordinate and arrange for meetings when required

4. Reporting Deputy Company Secretary, Asian Paints Limited
5. ‘Must have’ functional competencies

Billing and invoicing, basis understanding of SAP, interest to learn compliance requirements, good written and spoken communication skills, ability to convince and negotiate

6. Critical personality attributes

Good Communication Skills
Self driven / self motivated
High levels of integrity