Personal Assistant in Bombay, भारत

Job Summary

We are seeking a highly organized, proactive, and discreet Personal Assistant to provide comprehensive administrative and personal support. The ideal candidate will manage schedules, coordinate travel, handle correspondence, organize meetings, and assist with day-to-day tasks while maintaining confidentiality and professionalism.

Responsibilities:

CEO’s Personal & Administrative Support

· Manage the CEO’s calendar, appointments, meetings and daily schedule.

· Receive and screen calls, messages and routine correspondence.

· Organise and coordinate meetings, including conference rooms, lunches and dinners.

· Maintain important files, records, documents and confidential information.

· Prepare and maintain reports, trackers and databases as required by the CEO.

· Handle CEO-related expenses, cash expense vouchers and credit card statements with supporting documents.

· Prepare reports, presentations, and meeting materials.

· Organize meetings, take minutes, and follow up on action items.

· Coordinate with vendors, service providers, and other stakeholders.

· Monitor expenses and prepare expense reports.

Travel & International Coordination

· Plan and coordinate domestic and international travel , including flights, rail, hotels and ground transportation.

· Prepare and maintain the CEO’s travel itinerary in Excel.

· Coordinate passport and visa applications , including USA, UK, and other countries.

· Arrange forex/currency requirements for international travel.

· Maintain and monitor airline and hotel loyalty points/miles and follow up for missing credits.

· Assist the CEO in organising and attending conferences, exhibitions, seminars and business events.

CEO’s Vehicle & Driver Management

· Manage car insurance, servicing, repairs and maintenance .

· Monitor car fuel expenses and usage.

· Coordinate and manage the driver’s schedule/roster.

· Ensure timely renewal of vehicle-related documents and insurance.

CEO’s Household & Personal Coordination

· Coordinate matters relating to house insurance and maintenance .

· Coordinate domestic support/services as required.

· Handle other personal administrative requirements entrusted by the CEO with complete confidentiality.

 Family & School Coordination

· Coordinate with the children’s college for meetings, communications, appointments, events and other requirements as instructed.

· Maintain necessary schedules and follow-ups.

Business & Office Coordination

· Coordinate with internal teams and external stakeholders on behalf of the CEO.

· Organise and coordinate management/team meetings and maintain action points/follow-ups.

· Assist with office administration and routine coordination.

· Collect, compile and organise reports, records, files and business information required by the CEO.

· Follow up with concerned teams for pending matters and provide status updates to the CEO.

· Assist with project coordination and special assignments.

· Ensure deadlines and priorities are met.

Events & Client Hospitality

· Coordinate arrangements for business meetings, client lunches/dinners and other events .

· Arrange flowers, cakes, gifts and other hospitality requirements as directed by the CEO.

· Assist in ensuring smooth arrangements for important customers, business associates and visitors.

Key Competencies

• Excellent communication and interpersonal skills.
• Strong organisational and coordination abilities.
• High level of confidentiality, maturity and discretion.
• Excellent follow-up and time-management skills.
• Ability to manage multiple priorities simultaneously.
• Good knowledge of MS Office, particularly Excel, Outlook/Calendar and PowerPoint.
• Professional, presentable and service-oriented personality.
• Ability to work with senior management, customers, vendors and internal teams.
• Willingness to work beyond regular office hours whenever required by the CEO.
• Strong attention to detail and ability to anticipate requirements.