Job Description

Deputy Secretary – Admin

Organization: Maharashtra Chamber of Commerce, Industry & Agriculture (MACCIA)

Reports To: Secretary General, MACCIA

Location: Mumbai, Maharashtra (Head Office)

Employment Type: Full-Time

Experience: 5-7 Years

About MACCIA:

Established in 1927, the Maharashtra Chamber of Commerce, Industry & Agriculture (MACCIA) is the apex industry chamber representing business, industry, and agriculture sectors across Maharashtra. With over 350 associations and thousands of direct members, MACCIA plays a pivotal role in shaping industrial policy, promoting entrepreneurship, and fostering trade and investment.

Role Overview:

The Deputy Secretary – Admin is responsible for overseeing and managing the internal administrative functions of MACCIA, ensuring smooth day-to-day operations, institutional compliance, office infrastructure, and inter-departmental coordination. The role is vital in supporting the effective functioning of MACCIA’s Secretariat and contributing to the execution of its programs and services across the state.

Key Responsibilities:

1. Office Administration & Infrastructure Management

Supervise daily operations of the head office and regional branches from an administrative standpoint.
Ensure proper upkeep of office premises, meeting rooms, and facilities.
Manage contracts and coordination with vendors, service providers, and utility operators.
Review and put up all invoices, payments, bank reconciliations and related documents
2. Staff & HR Coordination

Assist the Secretary General in HR-related tasks such as recruitment, staff induction, leaves, and performance monitoring.
Maintain updated records of employees, service agreements, and duty allocations.
Ensure adherence to office protocols, work discipline, and internal compliance policies.
3. Procurement & Asset Management

Oversee procurement of office supplies, IT equipment, and services as per MACCIA policies.
Ensure robust IT infrastructure, data security protocols and smooth digital workflows.
Maintain records and inventory of all physical assets, stationery, and documentation.
Ensure timely AMC renewals and vendor payments.
4. Record Keeping & Documentation

Maintain and supervise documentation including files, circulars, correspondence, and minutes of internal meetings.
Ensure accurate filing (physical and digital) of all administrative and statutory records.
Support the preparation of reports, registers, and audit-related documentation.
6. Legal & Regulatory Compliance

Ensure compliance with applicable administrative and regulatory standards (labour, insurance, fire safety, etc.).
Coordinate with legal advisors and auditors for required administrative inputs.
Monitor timelines for annual filings, license renewals, and institutional compliances.
7. Committee & Governance Support

Assist in organizing Managing Committee, Executive Body, and Sub-Committee meetings.
Circulate notices, prepare agendas, and ensure documentation of minutes.
Coordinate follow-up actions and support institutional governance.
Qualifications & Competencies:

Bachelor’s or Master’s degree in Administration, Management or related fields.
8+ years of experience in administrative roles, preferably in chambers, large corporates or institutions.
Strong organizational and problem-solving abilities.
Excellent communication skills in English and Marathi.
Proficient in MS Office, digital record keeping, and ERP systems (if applicable).
Desirable Attributes:

Experience in coordinating with government offices and vendors.
High degree of integrity, confidentiality, and attention to detail.
Ability to multitask and manage tight timelines.
Familiarity with documentation for ISO or institutional audits (preferred).
Job Type: Full-time

Pay: ₹1,000,000.00 – ₹1,200,000.00 per year

Schedule:

Day shift
Work Location: In person

Expected Start Date: 15/08/2025