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 important 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
Solid stakeholder management skills
Ability to work independently and under pressure

📌 Personal Assistant (Mumbai)
🏢 Groupe Veritas
📍 Mumbai