Personal Assistant/Personal Secretary

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.