Personal Assistant

Job Description: Executive cum Personal Assistant

Position Title: Executive cum Personal Assistant to Managing Director

Reports To: Managing Director

Employment Type: Full-time, Permanent

Work Location: Koramangala, Bengaluru, KA

Position Overview

We are seeking an exceptionally organized, discreet, and proactive professional to serve as Executive cum Personal Assistant to our Managing Director. This is a strategic dual-role position that combines high-level executive support with personal administrative duties. The ideal candidate will be a trusted confidant capable of managing complex schedules, sensitive communications, and diverse responsibilities across both professional and personal domains with minimal supervision.

This role requires someone who thrives in a fast-paced, dynamic environment, anticipates needs before they arise, and maintains the highest standards of confidentiality and professionalism.

Primary Responsibilities

Executive & Business Administration

Calendar & Schedule Management: Manage comprehensive daily, weekly, and monthly schedules; coordinate calendars with internal and external stakeholders; prioritize conflicting meetings and resolve scheduling conflicts diplomatically

Meeting Coordination: Arrange and prepare for board meetings, investor presentations, business reviews, and client meetings; prepare meeting agendas, materials, and minutes; follow up on action items and track deliverables

Travel Logistics: Book flights, accommodations, ground transportation, and arrange visa documentation for domestic and international travel; prepare detailed itineraries and travel briefs; manage travel expenses and reimbursement

Correspondence Management: Screen, prioritize, and respond to emails and communications; prepare executive summaries; draft professional correspondence on behalf of the MD; maintain organized filing systems

Business Presentations: Prepare PowerPoint presentations, financial summaries, and strategic reports; compile data, market research, and business intelligence; ensure professional formatting and accurate content

Project Follow-ups: Track ongoing projects, monitor key deliverables, and flag delays or risks; maintain project dashboards and status reports; coordinate interdepartmental project updates

Vendor & Stakeholder Relations: Manage relationships with external vendors, service providers, and key stakeholders; coordinate quotes, contracts, and service agreements

Administrative Operations: Manage office supplies, equipment, and facilities coordination; prepare expense reports and financial documentation; assist with budget tracking

Personal & Household Support

Personal Calendar: Manage personal appointments (medical, wellness, and fitness, legal, financial); send reminders and confirmations

Household Logistics: Coordinate household maintenance, repairs, and vendor services; manage household staff scheduling if applicable

Personal Errands: Handle shopping, bill payments, personal correspondence, and household bookkeeping

Travel Planning: Arrange personal travel, vacation logistics, and leisure activities; prepare personal travel kits and documentation

Event Coordination: Support personal events, family gatherings, or social commitments with logistics and coordination

Confidentiality & Discretion

Maintain absolute confidentiality regarding business strategies, financial information, personal matters, and sensitive communications

Handle privileged information with the utmost discretion and professionalism Sign and adhere to non-disclosure agreements

Key Qualifications

Essential Requirements

Education: Bachelor's degree in Business Administration, Management, or related field (or equivalent professional experience)

Experience: Minimum 4-6 years of experience supporting C-level executives (CEO, MD, CFO, COO, or similar)

Technical Proficiency: Expert-level skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); Google Workspace; project management tools (Asana, Monday.com, or similar); video conferencing platforms

Communication Skills: Exceptional written and verbal communication; ability to draft professional correspondence, prepare summaries, and present information clearly

Organizational Skills: Demonstrated ability to manage multiple priorities simultaneously; strong time management and attention to detail

Discretion & Confidentiality: Proven ability to handle sensitive information with utmost confidentiality and professional judgment

Flexibility & Adaptability: Willingness to work extended hours when required; comfort with dynamic, changing priorities

Desirable Qualifications

Experience in a startup, manufacturing, renewable energy, real estate development, or hospitality sector

Familiarity with financial management, budgeting, or accounting software

Basic knowledge of regulatory compliance, HR processes, or business law

Experience managing multiple properties or international logistics

Multilingual abilities (particularly Hindi, English, and Arabic)

Knowledge of travel management systems and luxury hospitality bookings

Core Competencies

Competency | Description Executive Presence Calm, professional demeanor; ability to represent the MD positively in all interactions

Discretion & Judgment Sound decision-making regarding sensitive matters; knows when to escalate vs. resolve independently

Proactive Initiative Anticipates needs, identifies problems before they escalate, and proposes solutions

Attention to Detail Ensures accuracy in all documentation, scheduling, and communications

Emotional Intelligence Reads situations well; manages difficult conversations diplomatically

Adaptability Thrives in ambiguity; responds quickly to changing priorities and unexpected demands

Tech Savviness Quick learner with strong digital literacy; comfortable adopting new tools and platforms

Relationship Building Develops trust with stakeholders, vendors, and team members; maintains professional networks

Problem-Solving Resolves logistical challenges creatively; finds efficient solutions to operational issues

Expected Demeanor & Work Style

-Professional & Poised: Maintains composure under pressure; represents the MD and organization with integrity

Discreet & Trustworthy: Handles confidential information with absolute discretion; earns and maintains trust

Proactive & Solution-Oriented: Doesn't wait to be told; identifies issues and proposes solutions

Diplomatic & Tactful: Manages competing priorities and difficult stakeholders with grace and tact

Responsive & Reliable: Follows through on commitments; delivers high-quality work consistently

Humble & Collaborative: Works effectively with teams; supports organizational goals beyond personal tasks

Working Conditions & Hours

Standard Hours: 9:00 AM – 6:00 PM, Monday–Friday (flexible based on MD's schedule)

Extended Hours: Regular availability beyond standard hours for travel, meetings, or urgent matters

Travel: Willingness to travel domestically and internationally

Work Environment: Office-based; occasional remote work for administrative tasks; travel as required

Physical Demands: Ability to manage multiple tasks, stand/walk for extended periods, and handle moderate lifting

Reporting & Performance Metrics

The Executive cum Personal Assistant will be evaluated on:

Schedule Accuracy: Zero errors in calendar management; meeting preparation completion

Response Time: Immediate acknowledgment of communications; quick resolution of administrative requests

Quality of Work: Error-free documentation, presentations, and correspondence