Employment Type

Full-Time

Job Description

Leadership

We are seeking a Personal Assistant / Executive Secretary to support the Founder in managing schedules, communication, documentation, and coordination across internal teams and external stakeholders. This is a high-trust role requiring professionalism, discretion, strong organisational skills, and proactive execution to ensure smooth day-to-day functioning and timely follow-ups.

The role suits someone who is detail-oriented, calm under pressure, and capable of anticipating needs in a rapid-moving environment.

Contact:
‍ [email protected] +91-XXXXXXXXXX

Responsibilities

Calendar, Travel & Schedule Management

- Manage the Founder’s daily calendar, meetings, and priorities
- Coordinate internal and external meetings, calls, site visits, and appointments
- Handle travel planning, bookings, itineraries, and logistics

Communication & Correspondence

- Manage emails, messages, and official correspondence on behalf of leadership
- Draft, format, proofread, and organise emails, letters, and documents
- Coordinate timely follow-ups with internal teams, clients, consultants, and vendors

Documentation & Records

- Maintain organised records of contracts, agreements, NDAs, and approvals
- Prepare and maintain meeting notes, MOMs, and key correspondence logs




- Support preparation of presentations, reports, and briefing notes

Coordination & Follow-ups

- Track action items from meetings and ensure closure within defined timelines
- Liaise with teams to collect updates and status reports
- Support leadership in keeping priorities, projects, and commitments on track

Confidentiality & Office Support

- Handle sensitive information with absolute confidentiality and discretion
- Provide basic office and administrative support to leadership as required
- Act as a trusted liaison between leadership and internal and external stakeholders

‍

Qualifications

- Bachelor’s degree in any discipline (Business Administration preferred)
- 3–7 years of experience as a Personal Assistant, Executive Assistant, or Secretary to senior leadership
- Prior experience supporting a Founder, Director, or CXO preferred

- Strong written and verbal communication skills
- Excellent organisational, time-management, and follow-up abilities
- Proficiency in MS Office / Google Workspace, email, and calendar tools
- Ability to multitask, prioritise, and remain calm in a fast-paced environment
- High level of professionalism, discretion, and attention to detail

📌 Personal Assistant (India)
🏢 RUBENIUS
📍 India