Personal Assistant

Location:

Department:

Reporting To:

Job Brief

Personal Secretary

Key Responsibilities

1. Communication & Liaison

• Act as the primary point of contact between the family and the family office.
• Liaise with internal staff, external clients, vendors and service providers.
• Handle all personal and official work as required by family members.

2. Calendar & Schedule Management

• Manage calendars for all four family members, including meetings, appointments and events.
• Prioritize and coordinate tasks and schedules effectively.
• Fix appointments and send reminders as necessary.

3. Travel & Event Coordination

• Arrange travel, visas, accommodations and itineraries.
• Occasionally accompany family members on trips to assist during meetings and presentations.
• Coordinate and support the organization of personal and corporate events.

4. Documentation & Records

• Maintain and keep track of personal documents (PAN, Aadhaar, passport, vehicle documents, etc.).
• Ensure timely renewal of documents such as insurance, driving license, digital signature, FASTag, etc.
• Maintain a structured filing system (both digital and physical).
• Keep an up-to-date emergency contact list and all relevant contact numbers.

5. Meeting Support

• Attend confidential meetings and provide accurate transcription or minutes.
• Draft and circulate minutes of meetings and follow up with relevant stakeholders on action points.

6. Administrative Support

• Prepare reports, presentations and briefs as required.
• Draft speeches or notes and compile background information for meetings.
• Maintain confidentiality and handle sensitive information with discretion.

7. Household & Staff Coordination

• Monitor security and housekeeping arrangements at family residences.
• Coordinate with drivers and arrange for vehicles as per requirements.
• Collaborate with office staff and members for seamless operations.

Desired Candidate Profile

• Proven experience of 5 + years as a personal assistant, executive secretary, or similar role.
• Strong organizational and time management skills.
• Excellent verbal and written communication.
• High level of discretion and confidentiality.
• Tech-savvy with proficiency in MS Office and calendar management tools.
• Ability to multitask and adapt in a dynamic environment.