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.

nKey Responsibilities

n1. Executive & Calendar Management

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- Manage the Managing Director/Director's calendar, appointments, meetings, and commitments.
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- Schedule and coordinate internal and external meetings.
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- Prioritize appointments and ensure effective utilization of management's time.
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- Maintain a daily/weekly schedule and provide reminders for important commitments.
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n2. Meeting & Follow-up Management

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- Coordinate meetings with HODs, senior management, clients, vendors, consultants, and other stakeholders.
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- Prepare meeting agendas, presentations, documents, and relevant information.
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- Record and circulate Minutes of Meeting (MOM), wherever required.
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- Track action points and follow up with concerned stakeholders to ensure timely closure.
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n3. Correspondence & Communication

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- Draft, format, and proofread emails, letters, reports, presentations, and other official communications.
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- Handle incoming and outgoing correspondence on behalf of management.
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- Coordinate with internal departments and external stakeholders on management's instructions.
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- Maintain professionalism and confidentiality in all communications.
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n4. Travel & Logistics Management

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- Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and itineraries.
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- Prepare detailed travel schedules and ensure all arrangements are completed in advance.
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- Coordinate meetings and appointments during business travel.
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- Maintain records of travel-related documents and expenses.
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n5. Documentation & MIS

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- Prepare and maintain reports, presentations, MIS, trackers, and management dashboards as required.
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- Organize and maintain important files, records, contracts, correspondence, and confidential documents.
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- Ensure easy retrieval and proper documentation of management records.
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- Assist in preparing presentations and business-related reports.
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n6. Management Coordination

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- Coordinate with various departments on matters assigned by the Managing Director/Director.
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- Follow up with HODs and senior executives on pending actions and deliverables.
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- Ensure timely flow of information between management and relevant stakeholders.
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- Support management in coordinating special projects and business initiatives.
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n7. Confidentiality & Discretion

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- Handle confidential business, financial, employee, and management information with utmost discretion.
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- Maintain strict confidentiality of sensitive documents and communications.
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- Exercise sound judgment while handling confidential and high-priority matters.
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n8. Administrative Support

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

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- Excellent communication and interpersonal skills
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- Strong organizational and time-management skills
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- High level of confidentiality and discretion
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- Strong follow-up and coordination skills
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- Attention to detail
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- Positive written and verbal communication
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- Proficiency in MS Office, Outlook, Excel and PowerPoint
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- Ability to multitask and manage competing priorities
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- Skilled and presentable approach
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- Solid stakeholder management skills
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- Ability to work independently and under pressure
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📌 Personal Assistant (Mumbai)
🏢 Groupe Veritas
📍 Mumbai