Personal Assistant

Role & responsibilities

1. Personal & Executive Assistance

• Provide day-to-day assistance to senior management and manage the daily schedule.

• Organise meetings, appointments, official visits, and travel arrangements.

• Accompany Sir during meetings, site visits, official tours, and business-related activities whenever required.

• Prepare meeting agendas, maintain notes, and ensure timely follow-up on decisions.

• Keep all important documents, reports, and information ready before meetings.

2. Problem-Solving & Issue Management

• Identify and handle day-to-day administrative and operational issues.

• Coordinate with the concerned departments to resolve problems promptly.

• Escalate critical issues to Sir with clear facts and possible solutions.

• Follow up until assigned issues are resolved and provide regular status updates.

• Handle urgent tasks calmly and ensure minimal disruption to business operations.

3. Departmental Coordination

• Coordinate with HR, Administration, Accounts, Finance, Operations, Tender, and other departments.

• Collect updates on pending work, deadlines, recruitment, documentation, and operational activities.

• Communicate management instructions clearly and track their implementation.

• Ensure accountability and timely completion of tasks by the concerned team members.

4. Task Tracking & Follow-Up

• Maintain a daily task tracker for Sir and senior management.

• Monitor pending approvals, payments, reports, appointments, and important deadlines.

• Remind concerned employees and department heads about pending assignments.

• Prepare daily work updates and highlight priority issues requiring management attention.

5. Communication & Correspondence

• Handle official calls, emails, messages, and correspondence on behalf of Sir.

• Communicate professionally with employees, clients, vendors, and business associates.

• Draft letters, emails, meeting summaries, and official communications.

• Maintain confidentiality of sensitive business and management information.

6. Reporting & Documentation

• Prepare daily, weekly, and meeting-related reports.

• Maintain records of meetings, decisions, instructions, and follow-up actions.

• Use MS Excel, Word, PowerPoint, and other office tools for reporting and documentation.

• Ensure important files and documents are organised and readily accessible.

7. Official Visits & Business Support

• Accompany Sir on official visits, client meetings, branch visits, and project-site inspections.

• Coordinate schedules, travel, accommodation, and meeting arrangements.

• Record observations and instructions during site visits and ensure follow-up after returning.

• Be available for business travel as required by the role.

Required Qualifications & Skills

• Graduate in any discipline; MBA is an added advantage.

• 25 years of experience as a Personal Assistant, Executive Assistant, Management Assistant, or in a similar role.

• Excellent communication skills in Hindi and English.

• Strong problem-solving, coordination, planning, and follow-up abilities.

• Proficiency in MS Excel, MS Word, email, and professional documentation.

• Ability to manage multiple tasks, urgent requirements, and changing priorities.

• Strong organisational skills and attention to detail.

• High level of integrity, discretion, reliability, and confidentiality.

• Willingness to travel with senior management when required.

Preferred candidate profile