Personal Assistant

Position: Personal Assistant to Director / Senior Management
Department: Management Support
Location: Mumbai
Employment Type: Full-Time
Experience: 0-2 Years
Reporting To: Director / Senior Management

About the Role

We are looking for a highly organized, proactive, and trustworthy Personal Assistant (PA) to provide comprehensive administrative, organizational, and coordination support to senior management. The role requires excellent communication, discretion, attention to detail, strong follow-up skills, and the ability to manage multiple priorities effectively.

Key Responsibilities

Calendar & Schedule Management

• Manage the Director's/senior management's calendar, appointments, calls, and meetings.
• Prioritize schedules, set reminders, and coordinate last-minute changes efficiently.
• Maintain records of important meetings, deadlines, and commitments.

Communication & Correspondence

• Handle emails, calls, messages, and correspondence on behalf of management.
• Draft, review, and format professional emails, letters, notices, and other communications.
• Coordinate and follow up with employees, clients, vendors, consultants, and other stakeholders.
• Escalate important matters and ensure timely responses while maintaining confidentiality.

Meeting & Task Coordination

• Organize internal and external meetings and prepare required documents, agendas, and presentations.
• Record action points and follow up with concerned individuals until completion.
• Track management's tasks, commitments, deadlines, and pending matters.
• Provide regular status updates and highlight delays or critical issues.

Travel Management

• Coordinate domestic and international travel, including flights, hotels, transportation, and itineraries.
• Manage changes and last-minute travel requirements.
• Maintain travel-related records and documentation.

Documentation & Management Support

• Maintain confidential physical and digital records, contracts, reports, presentations, and correspondence.
• Prepare reports, summaries, presentations, spreadsheets, and MIS as required.
• Collect and consolidate information from different departments for management review.
• Support management with special projects, assignments, and business requirements.

Client & Stakeholder Coordination

• Coordinate with clients, business partners, consultants, professionals, and other stakeholders.
• Schedule calls and meetings and ensure timely communication of important requirements.
• Maintain professional relationships and communication on behalf of management.

Personal & Confidential Assistance

• Assist management with personal and professional appointments and scheduling, as required.
• Handle sensitive business, financial, employee, client, and personal information with complete discretion.
• Maintain strict confidentiality and professionalism at all times.

Events & Special Assignments

• Coordinate conferences, corporate events, meetings, and professional engagements.
• Handle urgent and time-sensitive assignments delegated by management.
• Take ownership of assigned responsibilities and ensure timely execution.

Required Qualifications & Skills

• Excellent verbal and written communication skills.
• Strong proficiency in MS Office, particularly Word, Excel, and PowerPoint.
• Strong calendar management, coordination, and follow-up skills.
• Excellent organizational and time-management abilities.
• Ability to multitask and work under deadlines.
• High level of discretion, confidentiality, and integrity.
• Professional appearance, conduct, and communication.

Preferred Skills

• Experience supporting Directors, CEOs, Founders, or senior management.
• Strong professional email drafting and business communication skills.
• Familiarity with Google Workspace and calendar-management tools.
• Prior experience in a corporate, consulting, financial-services, or professional-services environment.