Travelling Personal Assistant

Personal Assistant (PA)

YEARS OF EXPERIENCE & REQUIRED WORK EXPERIENCE

Years of Experience (Mandatory)

• 3–7 years total professional experience in administrative, PA, coordination, or communication-heavy roles.

• Minimum 2+ years assisting C-level executives (Founder, CEO, COO, Director).

• Minimum 2+ years managing high-volume communication workflows.

Required Work Experience

• Experience handling large volumes of messages, calls, emails, and cross-platform communication.

• Prior experience supporting senior leadership with scheduling, coordination, approvals, and follow-ups.

• Experience maintaining confidentiality and dealing with sensitive information.

• Proven ability to manage task tracking, documentation, and SOPs.

• Experience coordinating between multiple teams (media, tech, finance, operations, HR).

• Ability to work in pressure-heavy environments with rapid turnarounds.

• Experience using Google Suite, workflow tools, and communication platforms.

• Prior experience in roles requiring structured handovers and continuity protocols.

• Experience managing calendars, reminders, meetings, and stakeholder updates.

1. FORMAL EDUCATIONAL QUALIFICATIONS (INCLUDING POST-GRAD OPTIONS)

Tier 1 – Ideal Academic Background (Preferred)

• Bachelor’s in Business Administration (BBA)

• Bachelor’s in Commerce (B.Com / Corporate Secretaryship)

• Bachelor’s in English, Literature, or Communication

• Bachelor’s in Psychology (high EQ advantage)

• Bachelor’s in Media, Journalism, or Mass Communication

• Bachelor’s in Office Administration / Administrative Management

Post-Graduate Degrees (Bonus Advantage)

• MBA (HR / Operations / Communication / Management)

• MA (English / Communication / Psychology)

• PG Diploma in Office Administration or Executive Assistance

Why these matter: The PA interacts with C-level executives, handles sensitive information, and manages multi-layer communication.

2. LANGUAGE REQUIREMENTS

Mandatory:

• Fluency in Tamil (read, write, speak)

• Strong English reading and writing

Preferred:

• Ability to speak a few foreign languages (Arabic, French, etc.)

• Additional Indian languages (Hindi, Telugu, Malayalam, Kannada)

3. TECHNICAL SKILLS REQUIRED

Core Tools:

• Gmail (labels, filters, inbox organization)

• Google Sheets, Docs, Slides

• Google Calendar (complex scheduling)

• WhatsApp, Telegram, Slack, Discord

Task & Workflow Tools:

• Notion / Trello / Asana / Monday.com

• Drive folder management & structured documentation

• Basic data entry and Sheets formula familiarity

Communication Skills:

• Fast and accurate typing

• Ability to draft professional emails

• Ability to summarize long content into short actionables

Device & Account Handling:

• Handling multiple SIMs, devices, and accounts

• Basic troubleshooting (sync issues, access problems)

4. CORE FUNCTIONAL REQUIREMENTS

A. Communication Handling

• Manage communication across email, WhatsApp, Telegram, calls, and SMS.

• Prioritize messages based on urgency and sender importance.

• Draft and send approved replies on behalf of leadership.

• Maintain logs of pending replies, follow-ups, and priority tasks.

B. Coordination Responsibilities

• Act as bridge between Founder Teams.

• Receive materials (videos, documents), ensure review completion.

• Send corrections, updates, and confirmations to respective teams.

• Track tasks assigned to leadership and ensure timely closure.

C. Time & Schedule Management

• Manage calendars, block focused work hours, avoid unnecessary interruptions.

• Organize meetings, follow-ups, and reminders.

• Immediately inform departments about delays, changes, or rescheduling.

D. Redundancy & Handover Protocol

• Work in a two-PA system for continuity.

• Maintain clear, structured handover sheets.

• Ensure zero confusion during absence/shift transitions.

E. Documentation & Reporting

• Maintain daily task sheet.

• Summarize calls, messages, and decision logs.

• Maintain SOPs for recurring tasks and workflows.

5. BEHAVIOURAL REQUIREMENTS

• Calm and composed under pressure.

• Fast and clear communicator.

• Emotionally mature, professional, and responsible.

• Highly organized and detail-oriented.

• Polite, respectful, and wellmannered.

• Zero gossip, drama, or emotional instability.

• Confident when interacting with executives.

• High punctuality, discipline, and reliability.

6. OPERATIONAL COMPETENCIES

• Ability to multitask efficiently.

• Strong prioritization and selfmanagement.

• Proactive in anticipating founder needs.

• Strict confidentiality in all communication.

• Excellent follow-up discipline.

• Flexible with long or irregular hours.

7. ADDITIONAL REQUIREMENTS

• Ability to travel if needed.

• Professional grooming and etiquette.

• High trustworthiness for both personal & business matters.

8. WHAT WE DO NOT WANT

• People who panic or freeze under pressure.

• Slow responders or poor communicators.

• Gossiping or confidentiality breaches.

• Disorganized individuals who struggle with tracking.

• Anyone uncomfortable handling high-volume communication.

• Drama, emotional instability, or unprofessional conduct.

• People uncomfortable speaking with C-level executives.

• Individuals who resist structured handover systems.

9. FULL PA HR CHECKLIST (SUMMARY)

We Need Someone Who:

• Handles communication overload effectively.

• Manages all scheduling and coordination smoothly.

• Works calmly under pressure.

• Ensures continuity through structured handovers.

• Masters Google Suite and communication tools.

• Is proactive, reliable, and extremely organized.

• Coordinates efficiently across leadership and teams.

• Maintains strict confidentiality.

ONE-LINE SUMMARY

A multilingual, tech-savvy, calm, and highly organized Personal Assistant capable of managing high-volume communication, coordinating with C-level executives, ensuring continuity, and serving as the communication backbone for top leadership.