Personal Assistant

Key Roles & Responsibilities

1. Day-to-Day Meeting & Proprietor Support

• Attend day-to-day meetings with the Proprietor.
  • Coordinate and schedule meetings with clients, employees, consultants, government officials, and other stakeholders.
  • Prepare necessary documents and information required for meetings.
  • Note important discussions, instructions, and action points during meetings.
  • Follow up with concerned persons on tasks discussed during meetings.
  • Provide regular updates to the Proprietor regarding pending matters.

2. Documentation & Record Management

• Prepare, organize, and maintain company and project-related documents.
  • Maintain physical and digital files systematically.
  • Prepare meeting notes, follow-up records, reports, and other documents.

3. Letter & Communication Preparation

• Draft and prepare professional official letters, emails, notices, applications, quotations, replies, and other correspondence as instructed by the Proprietor.
  • Prepare letters for clients, government departments, consultants, employees, and other stakeholders.
  • Review documents for basic spelling, formatting, and accuracy before submission.
  • Maintain records of letters sent and received.

4. Follow-Up & Coordination

• Follow up on pending work, documents, approvals, submissions, and deadlines.
  • Coordinate with employees, project teams, clients, consultants, vendors, and government departments.
  • Obtain required documents and information from concerned persons.
  • Maintain a daily follow-up list and provide status updates to the Proprietor.

5. Travel, Exploration & Project Visits Mandatory

• Willingness and ability to travel is mandatory for this position.
  • Travel to different locations for exploring new places, project sites, environmental sites, field locations, client locations, and other areas related to company activities.
  • Accompany the Proprietor for project visits, site inspections, field visits, client meetings, departmental meetings, and official visits.
  • Travel to different districts and locations as required for project-related and company activities.
  • Assist the Proprietor during project and site visits.
  • Coordinate travel schedules, transportation, accommodation, and meeting arrangements when required.
  • Gather basic information, photographs, documents, and other details during project visits as instructed.
  • The role may involve frequent travel and visiting locations that may be outside the regular office environment.

6. Client & Government Department Coordination

• Coordinate with clients regarding meetings, documents, and project requirements.
  • Assist in communication and follow-up with government departments and other authorities.
  • Attend official meetings or visits along with the Proprietor when required.
  • Maintain records of departmental communications and follow-up activities.

7. Administrative Support

• Assist the Proprietor in day-to-day administrative activities.
  • Manage appointments, schedules, reminders, and important dates.
  • Handle phone calls, emails, and WhatsApp communications as instructed.
  • Coordinate with office staff regarding assigned tasks.
  • Assist in organizing meetings and office activities.

8. Confidentiality

• Maintain strict confidentiality of company, client, project, financial, and Proprietor-related information.
  • Handle sensitive documents and communications responsibly.
  • Do not disclose confidential company information to unauthorized persons.

Required Skills & Qualifications

• Fluent English communication is mandatory, both spoken and written.
  • Good English communication and writing skills.
  • Kannada communication skills would be an advantage.
  • Good knowledge of MS Word, MS Excel, email, and document preparation.
  • Excellent organizational and coordination skills.
  • Good typing and documentation skills.
  • Strong follow-up and time-management skills.
  • Professional communication and telephone etiquette.
  • Ability to attend meetings and communicate instructions effectively.
  • Good interpersonal skills and professional appearance.
  • Willingness and ability to travel frequently is mandatory.
  • Comfortable travelling to different locations for exploration, project visits, site visits, meetings, and field activities.
  • Flexible regarding working hours when meetings, travel, or official requirements demand it.

Preferred Candidate Profile

• Candidates with experience as a Personal Secretary, Personal Assistant, Executive Assistant, Secretary, Office Coordinator, or Administrative Assistant may be preferred.
  • Candidates who are comfortable with frequent travel, exploration, project/site visits, meetings, documentation, letter preparation, and coordination with the Proprietor are encouraged to apply.
  • Candidates with an interest in environment, forestry, wildlife, field projects, and outdoor activities may be preferred.
  • Should be confident, presentable, active, responsible, well-organized, and willing to work in both office and field environments.