Personal Assistant

Job Purpose

The Secretary will provide administrative and clerical support to ensure the smooth and efficient operation of the office. This role is responsible for managing office communications, scheduling appointments, organizing meetings, and maintaining accurate records. The Secretary plays a vital role in supporting the executive team and ensuring the effective flow of information throughout the organization.

Key Responsibilities

• Administrative Support:
• Manage and maintain executive calendars, scheduling appointments, meetings, and events.
• Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Handle incoming calls, emails, and correspondence, directing them to the appropriate parties.
• Provide general administrative support to staff and management, such as preparing reports, presentations, and documentation.
• Communication & Correspondence:
• Draft and proofread internal and external communications (letters, emails, memos) with a high level of professionalism and attention to detail.
• Handle incoming and outgoing mail, ensuring it is processed in a timely manner.
• Communicate effectively with clients, vendors, and other external stakeholders as required.
• Document Management:
• Maintain and organize both electronic and physical files, ensuring documents are easily accessible and properly archived.
• Assist in the preparation and formatting of documents and reports for meetings or presentations.
• Ensure confidentiality and security of sensitive information and documents.
• Scheduling & Travel Arrangements:
• Coordinate travel arrangements for executives, including booking flights, accommodation, and transportation.
• Prepare travel itineraries and ensure all logistics are in place for trips.
• Schedule and coordinate meetings, conferences, and events, both internally and with external parties.
• Office Management:
• Maintain office supplies inventory and place orders as needed.
• Ensure the office environment is organized and well-maintained.
• Assist with onboarding new employees and organizing office-wide events or training sessions.
• Support for Management:
• Provide proactive support to senior executives, anticipating needs and ensuring timely follow-ups.
• Assist in preparing documents for board meetings or management reviews, including gathering data or reports from various departments.
• Handle confidential information with discretion and professionalism.
• Customer Service:
• Serve as a point of contact for clients, visitors, and vendors, offering a friendly and professional first impression.
• Assist with client inquiries and ensure their needs are addressed in a timely and courteous manner.
• Technology & Software Management:
• Use office software and management tools (Microsoft Office Suite, Google Workspace, etc.) to create documents, spreadsheets, and presentations.
• Keep office systems and databases up-to-date with relevant information.
• Assist in troubleshooting office equipment or software issues, escalating to IT when necessary.

Required Qualifications

• Education: High School Diploma or equivalent. A certificate or degree in administrative support or office management is a plus.
• Experience: Minimum of 2-3 years of experience in an administrative or secretarial role, preferably in a corporate environment.
• Skills:
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or similar office software.
• Ability to handle sensitive information with confidentiality.
• Professional phone etiquette and customer service skills.
• Strong attention to detail and accuracy.
• Ability to multitask and prioritize effectively.

Preferred Qualifications

• Associate’s degree or equivalent in business administration or related field.
• Experience with office management software or systems (e.g., Google Workspace, SAP, or similar tools).
• Knowledge of basic bookkeeping or financial reporting (optional).
• Experience working in a fast-paced or high-pressure environment.

Work Conditions

• Hours: Full-time, Monday to Saturday.
• Location: Primarily office-based, with occasional need for off-site meetings or events.
• Environment: Office setting with exposure to normal office equipment (computers, printers, fax machines, etc.).

Why Join Us?

• Competitive salary and benefits package.
• Opportunity to work with an innovative and dynamic team.
• Professional development opportunities to enhance skills and grow within the company.
• Supportive, collaborative work environment.

Job Type: Full-time

Pay: ₹30,000.00 - ₹50,000.00 per month

Benefits:

• Provident Fund

Education:

• Bachelor's (Required)

Experience:

• Personal assistant: 5 years (Required)
• Secretarial work: 5 years (Required)

Language:

• Hindi (Required)

License/Certification:

• Company Secretary (Required)

Work Location: In person