Personal Assistant / Personal Secretary
Purpose of the Role
We are seeking a highly organised, proactive and dependable Personal Assistant / Personal Secretary to provide professional, administrative and coordination support to Senior Management.
The successful candidate will assist with day-to-day organisation, appointments, documentation, business and property administration, external stakeholder coordination and selected other administrative requirements.
The ideal candidate should be a Self-Starter with excellent organisational skills, strong attention to detail, good judgement and the ability to independently take ownership of responsibilities through to completion.
Main Duties & Responsibilities
- Manage calendars, appointments, meetings, reminders, reports and day-to-day schedules.
- Assist with emails, correspondence, documentation, record keeping and general administrative requirements.
- Coordinate meetings, travel arrangements, event venue bookings and other professional logistical requirements.
- Coordinate office requirements including desk bookings, meeting rooms, visitors and workplace arrangements.
- Coordinate arrangements for visiting university officials, professional guests and other stakeholders.
- Coordinate with Chartered Accountants and Professional Advisors regarding routine administrative matters including Documentation and Payment of IT, TDS, GST and other statutory requirements.
- Coordinate with Banks, Government Departments, Utility Providers, Vendors and other External Organisations in relation to Business, Office and Property-related administrative matters.
- Assist with property administration including rent follow-up, documentation, maintenance, coordination and communication with tenants and other relevant stakeholders.
- Visit office/commercial premises when required for inspections, meetings, administrative matters or coordination with relevant parties.
- Assist with selected and limited personal administrative requirements including appointments, coordination, arrangements, documentation, important bookings and related requirements.
- Obtain quotations, make appointments and coordinate with relevant professional service providers when required.
- Maintain organised records of important documents, invoices, receipts and correspondence.
- Maintain systematic follow-up of pending tasks, action items and deadlines, and provide Management with timely reminders and status updates to ensure assigned matters are progressed through to completion
- Provide timely updates regarding important pending matters, appointments and deadlines.
- Handle professional, financial, property-related and personal information with a high level of confidentiality and discretion.
- Attend designated team meetings to document Minutes of Meeting (MoM), circulate key discussion points and action items to relevant team members, and maintain a systematic follow-up tracker of assigned tasks, responsibilities and deadlines for Management.
- Undertake other reasonable administrative and coordination responsibilities within the scope of the position.
Applicant Requirements
- Applicant must have a Good First Degree from a recognised university.
- Applicant must have Excellent English Skills – Speaking, Listening, Reading and Writing.
- Strong Organisational, Planning and Implementation Skills.
- Must be a Self-Starter with the ability to take initiative and work independently.
- Strong time-management, prioritisation and follow-up skills.
- Excellent attention to detail and commitment to accuracy.
- Strong sense of ownership and ability to take assigned matters through to completion.
- Excellent professional communication and interpersonal skills.
- Mature, dependable, trustworthy and capable of maintaining confidentiality.
- Ability to professionally coordinate with Senior Officials, Chartered Accountants, Banks, Government Departments, Vendors and other Stakeholders.
- Comfortable managing multiple responsibilities, multi-tasking, changing priorities.
- Good problem-solving skills with a practical and solution-oriented approach.
- Good working knowledge of Microsoft Outlook, Word, Excel, along with general digital productivity tools.
- Previous experience as a Personal Assistant, Executive Assistant, Personal Secretary, Administrative Coordinator or similar role would be preferred.
- Applicant should demonstrate a willingness to learn, adapt and continuously improve.
Key Attributes
- Highly organised and systematic
- Proactive and self-motivated
- Strong ownership and follow-through
- Professional and well-spoken
- Trustworthy and discreet
- Detail-oriented
- Dependable and punctual
- Practical and solution-oriented
- Adaptable and willing to learn
Benefits: Competitive annual salary with bonus structure
Location of the Job: In-Person – Mumbai - Only applicants from Mumbai will be considered.
CTC: As per Interview Discussion + Bonuses as per applicable structure for the position.
Tax: Professional Tax as applicable by Law – Government of India.