Position: Personal Assistant to Director / Senior Management

Department: Management Support

Location: Mumbai

Employment Type: Full-Time

Experience: 0-2 Years

Reporting To: Director / Senior Management

About the Role

We are looking for a highly organized, proactive, and trustworthy Personal Assistant (PA) to provide comprehensive administrative, organizational, and coordination support to senior management. The role requires excellent communication, discretion, attention to detail, strong follow-up skills, and the ability to manage multiple priorities effectively.

Key Responsibilities

Calendar & Schedule Management

- Manage the Director's/senior management's calendar, appointments, calls, and meetings.
- Prioritize schedules, set reminders, and coordinate last-minute changes efficiently.
- Maintain records of important meetings, deadlines, and commitments.

Communication & Correspondence

- Handle emails, calls, messages, and correspondence on behalf of management.
- Draft, review, and format professional emails, letters, notices, and other communications.
- Coordinate and follow up with employees, clients, vendors, consultants, and other stakeholders.
- Escalate important matters and ensure timely responses while maintaining confidentiality.

Meeting & Task Coordination

- Organize internal and external meetings and prepare required documents, agendas, and presentations.
- Record action points and follow up with concerned individuals until completion.
- Track management's tasks, commitments, deadlines, and pending matters.
- Provide regular status updates and highlight delays or critical issues.

Travel Management

- Coordinate domestic and international travel, including flights, hotels, transportation, and itineraries.
- Manage changes and last-minute travel requirements.
- Maintain travel-related records and documentation.

Documentation & Management Support

- Maintain confidential physical and digital records,



contracts, reports, presentations, and correspondence.
- Prepare reports, summaries, presentations, spreadsheets, and MIS as required.
- Collect and consolidate information from different departments for management review.
- Support management with special projects, assignments, and business requirements.

Client & Stakeholder Coordination

- Coordinate with clients, business partners, consultants, professionals, and other stakeholders.
- Schedule calls and meetings and ensure timely communication of important requirements.
- Maintain professional relationships and communication on behalf of management.

Personal & Confidential Assistance

- Assist management with personal and professional appointments and scheduling, as required.
- Handle sensitive business, financial, employee, client, and personal information with complete discretion.
- Maintain strict confidentiality and professionalism at all times.

Events & Special Assignments

- Coordinate conferences, corporate events, meetings, and professional engagements.
- Handle urgent and time-sensitive assignments delegated by management.
- Take ownership of assigned responsibilities and ensure timely execution.

Required Qualifications & Skills

- Excellent verbal and written communication skills.
- Strong proficiency in MS Office, particularly Word, Excel, and PowerPoint.
- Strong calendar management, coordination, and follow-up skills.
- Excellent organizational and time-management abilities.
- Ability to multitask and work under deadlines.
- High level of discretion, confidentiality, and integrity.
- Professional appearance, conduct, and communication.

Preferred Skills

- Experience supporting Directors, CEOs, Founders, or senior management.
- Strong skilled email drafting and business communication skills.
- Familiarity with Google Workspace and calendar-management tools.
- Prior experience in a corporate, consulting, financial-services, or professional-services environment.

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