Personal Assistant To Managing Partner

JOB DESCRIPTION: PERSONAL ASSISTANT
Position: Personal Assistant to Managing Partner
Department: Management / Administration
Reporting To: Managing Partner / Managing Director
Location: Bengaluru, Karnataka
Experience: 10+ years
Qualification: Graduate in any discipline
1. JOB SUMMARY
The Personal Assistant will provide comprehensive administrative, organizational, and coordination support to the Managing Partner.
The role requires a highly organized, proactive, trustworthy, and detail-oriented individual who can manage the executive's calendar, meetings, correspondence, travel, documentation, follow-ups, reports, and day-to-day coordination.
The PA will act as an important coordination link between the Management, employees, project teams, clients, consultants, vendors, banks, government authorities, and other external stakeholders.

2. KEY RESPONSIBILITIES
A. Calendar & Schedule Management

• Manage the Managing Partner/Director's daily calendar and schedule.
• Schedule meetings, appointments, calls, and video conferences.
• Prioritize meetings based on urgency and importance.
• Avoid scheduling conflicts and ensure timely reminders.
• Maintain a daily and weekly activity schedule.
• Coordinate changes to schedules at short notice.

B. Meetings & Coordination

• Coordinate internal and external meetings.
• Prepare meeting agendas and supporting documents.
• Arrange meeting rooms, presentations, and other requirements.
• Attend meetings when required and record key discussions/action points.
• Prepare and circulate Minutes of Meeting (MOM) where required.
• Maintain an Action Tracker and follow up with concerned persons until closure.
• Ensure important Management decisions are communicated to the relevant departments.

C. Correspondence & Communication

• Draft and manage professional emails, letters, notices, and other correspondence on behalf of Management.
• Review incoming communications and identify matters requiring Management's attention.
• Maintain an organized record of important correspondence.
• Coordinate communication between Management and internal/external stakeholders.
• Ensure confidential communications are handled appropriately.

D. Follow-up & Task Management

• Maintain a daily/weekly Management Action List.
• Follow up with department heads, project managers, finance, administration, procurement, and other teams on pending matters.
• Track important deadlines and commitments.
• Provide regular status updates to Management.
• Escalate delays or critical issues promptly.
• Ensure instructions from Management are followed through to completion.

E. Travel Management

• Arrange domestic and international travel as required.
• Coordinate:
• Flight bookings
• Train bookings
• Hotel accommodation
• Airport transfers
• Local transportation
• Travel itineraries
• Prepare detailed travel schedules.
• Coordinate travel changes and cancellations.
• Maintain travel records and supporting documents.
• Coordinate visas and travel documentation where required.

F. Documentation & Records

• Maintain confidential Management files and records.
• Organize digital and physical documents.
• Maintain important agreements, contracts, reports, correspondence, and Management records.
• Ensure documents are easily retrievable when required.
• Maintain appropriate file naming and folder structures.
• Ensure sensitive documents are securely stored.

G. Reports & MIS
Assist Management in preparing and maintaining:

• Daily/weekly Management updates
• Project status reports
• Pending action trackers
• Receivables and payment follow-up reports
• Financial summaries
• Meeting schedules
• Travel schedules
• Important deadline trackers
• Management MIS

The PA should be capable of collecting information from different departments and presenting it in a clear and concise format.

H. Management Coordination

• Coordinate with Finance, Projects, Administration, Procurement, HR, and other departments on behalf of Management.
• Obtain required information and reports from department heads.
• Coordinate with clients, consultants, contractors, suppliers, banks, auditors, and other external parties as instructed.
• Assist Management in organizing important meetings and business discussions.
• Maintain professional relationships with key stakeholders.

I. Confidentiality & Information Management

• Maintain strict confidentiality of Management and Company information.
• Handle sensitive financial, commercial, contractual, employee, and business information responsibly.
• Restrict access to confidential documents and communications.
• Exercise discretion while handling Management's personal and professional matters.

3. COMPUTER & OFFICE SKILLS
The candidate should have good working knowledge of:
MS Excel

• Data entry and formatting
• Sorting and filtering
• SUM/SUMIF/SUMIFS
• VLOOKUP/XLOOKUP
• Pivot Tables
• Basic MIS preparation
• Trackers and dashboards

MS Word

• Professional letters
• Reports
• Meeting minutes
• Document formatting
• Tables and templates

MS PowerPoint

• Management presentations
• Project updates
• Business presentations

Email & Communication

• Outlook / Gmail
• Professional email drafting
• Calendar management
• Meeting invitations
• Email organization

Other

• Microsoft Teams / Zoom / Google Meet
• Google Drive / OneDrive
• PDF/document management
• ERP/CRM/HRMS exposure will be an advantage

4. SOFT SKILLS
The candidate should possess:

• Excellent verbal and written communication.
• Strong organizational and planning skills.
• Excellent follow-up and coordination skills.
• Good interpersonal skills.
• Strong time-management ability.
• Ability to prioritize tasks.
• High attention to detail.
• Proactive and responsible approach.
• Good problem-solving ability.
• Ability to work under pressure.
• Professional and presentable personality.
• Strong discretion and confidentiality.
• Ability to communicate with senior management and external stakeholders.
• Flexibility to handle changing priorities.
• High level of integrity and trustworthiness.

Compensation
CTC: Fixed Annual Renumeration of 5 to 7 Lakhs and variable component (Performance based Incentive) and commensurate with experience and capability.
The Company is willing to offer an attractive compensation package to the right candidate with proven experience in managing finance for a growing, project-based organization.
The most important qualities are: Trustworthiness, Communication & Attention to Detail.