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 (Mo M), 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.