Walk-in || Personal Assistant

Job Description for Personal Assistant
Ramesh Jain & Co.Chartered Accountants
Reporting To
Director - Ramesh Jain

Department
Administration / Executive Office
Job Purpose
The Personal Assistant (PA) will provide high-level administrative, organizational, and confidential support to the Founder. The role requires excellent coordination, communication, time management, and the ability to handle multiple priorities while ensuring the Directors daily schedule and business commitments run smoothly.
Key Responsibilities
1. Calendar & Schedule Management

• Manage Directors daily, weekly, and monthly calendar.
• Schedule client meetings, internal meetings, and appointments.
• Prioritize appointments based on urgency and importance.
• Send meeting reminders and confirmations.

2. Email & Communication Management

• Screen and organize incoming emails.
• Draft professional emails and replies.
• Coordinate communication with clients, government authorities, vendors, and employees.
• Follow up on pending emails and important communications.

3. Meeting Coordination

• Arrange meeting venues or online meeting links.
• Prepare agendas and meeting documents.
• Record meeting minutes (MOM).
• Track action items and ensure timely follow-up.

4. Client Coordination

• Coordinate appointments with clients.
• Maintain professional relationships with key clients.
• Collect pending documents from clients.
• Ensure timely communication regarding assignments and deadlines.

5. Task & Follow-up Management

• Maintain a tracker of the Directors assigned tasks.
• Take reports with department heads on pending work.
• Monitor completion of assignments within deadlines.
• Escalate delays or critical issues when necessary.

6. Documentation Management

• Maintain confidential files and records.
• Organize agreements, legal documents, and important correspondence.
• Ensure documents are properly filed in physical and digital formats.

8. Office Coordination

• Coordinate with HR, Accounts, Audit, Taxation, and Administration teams.
• Ensure information flows smoothly between departments and the Director.
• Assist in organizing internal events and management meetings.

9. Confidentiality

• Handle confidential business information with integrity.
• Maintain complete confidentiality regarding financial, legal, employee, and client matters.

10. MIS & Reporting

• Prepare daily task reports.
• Maintain follow-up trackers.
• Prepare weekly and monthly reports for the Director.
• Track important deadlines and statutory due dates.

Technical Skills

• MS Word
• MS Excel
• MS PowerPoint
• Google Workspace
• Email Management
• Calendar Management
• Document Management
• Internet Research

Soft Skills

• Excellent communication skills
• Professional etiquette
• Time management
• Multitasking ability
• Attention to detail
• Problem-solving skills
• Decision-making ability
• High level of confidentiality
• Strong coordination skills

Educational Qualification

• Bachelor's Degree (B.Com/BBA/BA or equivalent)
• MBA or Executive Assistant certification preferred
• Additional certification in Office Administration is an advantage

Experience

• 3-5 years as a Personal Assistant, Executive Assistant, or Executive Secretary
• Experience in a Chartered Accountancy firm, legal firm, consulting firm, or corporate office will be preferred.