The Personal Assistant will provide comprehensive administrative, organizational, and coordination support to the Managing Director/Director. The role will be responsible for managing schedules, meetings, correspondence, travel arrangements, documentation, follow-ups, and confidential information. The PA will act as a key coordination point between the management and internal/external stakeholders, ensuring smooth execution of priorities and timely follow-up on important matters.

Key Responsibilities

1. Executive & Calendar Management

- Manage the Managing Director/Director's calendar, appointments, meetings, and commitments.
- Schedule and coordinate internal and external meetings.
- Prioritize appointments and ensure effective utilization of management's time.
- Maintain a daily/weekly schedule and provide reminders for important commitments.

2. Meeting & Follow-up Management

- Coordinate meetings with HODs, senior management, clients, vendors, consultants, and other stakeholders.
- Prepare meeting agendas, presentations, documents, and relevant information.
- Record and circulate Minutes of Meeting (MOM), wherever required.
- Track action points and follow up with concerned stakeholders to ensure timely closure.

3. Correspondence & Communication

- Draft, format, and proofread emails, letters, reports, presentations, and other official communications.
- Handle incoming and outgoing correspondence on behalf of management.
- Coordinate with internal departments and external stakeholders on management's instructions.
- Maintain professionalism and confidentiality in all communications.

4. Travel & Logistics Management

- Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and itineraries.
- Prepare detailed travel schedules and ensure all arrangements are completed in advance.
- Coordinate meetings and appointments during business travel.




- Maintain records of travel-related documents and expenses.

5. Documentation & MIS

- Prepare and maintain reports, presentations, MIS, trackers, and management dashboards as required.
- Organize and maintain significant files, records, contracts, correspondence, and confidential documents.
- Ensure easy retrieval and proper documentation of management records.
- Assist in preparing presentations and business-related reports.

6. Management Coordination

- Coordinate with various departments on matters assigned by the Managing Director/Director.
- Follow up with HODs and senior executives on pending actions and deliverables.
- Ensure timely flow of information between management and relevant stakeholders.
- Support management in coordinating special projects and business initiatives.

7. Confidentiality & Discretion

- Handle confidential business, financial, employee, and management information with utmost discretion.
- Maintain strict confidentiality of sensitive documents and communications.
- Exercise sound judgment while handling confidential and high-priority matters.

8. Administrative Support

- Coordinate official events, conferences, business meetings, and management engagements.
- Manage visitor appointments and important external meetings.
- Maintain contact databases and important stakeholder information.
- Handle other administrative responsibilities assigned by management.

Key Competencies

- Excellent communication and interpersonal skills
- Strong organizational and time-management skills
- High level of confidentiality and discretion
- Strong follow-up and coordination skills
- Attention to detail
- Good written and verbal communication
- Proficiency in MS Office, Outlook, Excel and PowerPoint
- Ability to multitask and manage competing priorities
- Professional and presentable approach
- Strong stakeholder management skills
- Ability to work independently and under pressure

📌 Personal Assistant (Mumbai)
🏢 Groupe Veritas
📍 Mumbai