Personal Assistant/Personal Secretary

Job Description

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

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• Manage calendars, appointments, meetings, reminders, reports and day-to-day schedules.
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• Assist with emails, correspondence, documentation, record keeping and general administrative requirements.
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• Coordinate meetings, travel arrangements, event venue bookings and other professional logistical requirements.
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• Coordinate office requirements including desk bookings, meeting rooms, visitors and workplace arrangements.
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• Coordinate arrangements for visiting university officials, professional guests and other stakeholders.
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• Coordinate with Chartered Accountants and Professional Advisors regarding routine administrative matters including Documentation and Payment of IT, TDS, GST and other statutory requirements.
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• Coordinate with Banks, Government Departments, Utility Providers, Vendors and other External Organisations in relation to Business, Office and Property-related administrative matters.
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• Assist with property administration including rent follow-up, documentation, maintenance, coordination and communication with tenants and other relevant stakeholders.
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• Visit office/commercial premises when required for inspections, meetings, administrative matters or coordination with relevant parties.
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• Assist with selected and limited personal administrative requirements including appointments, coordination, arrangements, documentation, important bookings and related requirements.
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• Obtain quotations, make appointments and coordinate with relevant professional service providers when required.
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• Maintain organised records of important documents, invoices, receipts and correspondence.
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• 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
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• Provide timely updates regarding important pending matters, appointments and deadlines.
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• Handle professional, financial, property-related and personal information with a high level of confidentiality and discretion.
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• 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.
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• Undertake other reasonable administrative and coordination responsibilities within the scope of the position.
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Applicant Requirements

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• Applicant must have a Good First Degree from a recognised university.
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• Applicant must have Excellent English Skills – Speaking, Listening, Reading and Writing.
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• Strong Organisational, Planning and Implementation Skills.
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• Must be a Self-Starter with the ability to take initiative and work independently.
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• Strong time-management, prioritisation and follow-up skills.
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• Excellent attention to detail and commitment to accuracy.
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• Strong sense of ownership and ability to take assigned matters through to completion.
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• Excellent professional communication and interpersonal skills.
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• Mature, dependable, trustworthy and capable of maintaining confidentiality.
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• Ability to professionally coordinate with Senior Officials, Chartered Accountants, Banks, Government Departments, Vendors and other Stakeholders.
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• Comfortable managing multiple responsibilities, multi-tasking, changing priorities.
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• Good problem-solving skills with a practical and solution-oriented approach.
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• Good working knowledge of Microsoft Outlook, Word, Excel, along with general digital productivity tools.
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• Previous experience as a Personal Assistant, Executive Assistant, Personal Secretary, Administrative Coordinator or similar role would be preferred.
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• Applicant should demonstrate a willingness to learn, adapt and continuously improve.
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Key Attributes

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• Highly organised and systematic
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• Proactive and self-motivated
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• Strong ownership and follow-through
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• Professional and well-spoken
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• Trustworthy and discreet
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• Detail-oriented
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• Dependable and punctual
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• Practical and solution-oriented
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• Adaptable and willing to learn
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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.