Job Title: Admin + Personal Assistant to OwnerDepartment: AdministrationLocation: Vikhroli (West), MumbaiEmployment Type: Full-TimeReporting To: Owner / Director

Job Summary

We are seeking a professional, proactive, well-organized, and trustworthy Admin + Personal Assistant to Owner who can manage administrative responsibilities while providing dedicated personal and business support to the Owner.

The role will primarily involve direct coordination and reporting to the Owner, along with responsibilities related to office administration and front desk management. The candidate should be comfortable handling confidential information, coordinating with internal and external stakeholders, managing schedules and follow-ups, and independently taking care of assigned responsibilities.

Key Responsibilities

Personal Assistant to Owner

- Act as the primary point of coordination between the Owner and internal departments, employees, clients, vendors, and external stakeholders.
- Manage the Owner's calendar, appointments, meetings, schedules, and commitments.
- Coordinate and schedule meetings, business appointments, calls, and follow-ups on behalf of the Owner.
- Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and itineraries, whenever required.
- Screen and prioritize emails, calls, messages, and correspondence for the Owner.
- Draft professional emails, letters, presentations, reports, and other business communications as required.
- Prepare meeting agendas, presentations, notes, and Minutes of Meeting (MOM).
- Maintain and track the Owner's pending tasks, commitments, and action items.
- Follow up with relevant departments and individuals on instructions given by the Owner and ensure timely completion.
- Coordinate with clients, business associates, vendors, consultants, and other stakeholders on behalf of the Owner.
- Assist the Owner in preparing information, reports, presentations, and documents required for business discussions.
- Handle confidential business and personal information of the Owner with a high degree of discretion and confidentiality.
- Ensure important matters requiring the Owner's attention are communicated promptly.
- Take ownership of assigned tasks and ensure timely closure without continuous follow-up from the Owner.

Direct Reporting & Business Coordination with Owner

- Work closely with the Owner on day-to-day business coordination and follow-up activities.




- Understand instructions provided by the Owner and coordinate with concerned teams for execution.
- Maintain a systematic tracker of important assignments, deadlines, and pending matters.
- Follow up with various departments and provide regular status updates to the Owner.
- Coordinate meetings and communication between the Owner and internal/external stakeholders.
- Assist the Owner in managing day-to-day operational priorities.
- Handle urgent and time-sensitive assignments as and when required.
- Maintain complete confidentiality regarding discussions, decisions, business matters, and documents involving the Owner.

Administrative Responsibilities

- Support day-to-day office administration activities.
- Coordinate with housekeeping, pantry staff, security, maintenance teams, and vendors.
- Monitor office stationery, supplies, and other administrative requirements.
- Maintain administrative records, files, and documentation.
- Coordinate courier dispatch and receipt of official documents and parcels.
- Assist in organizing meetings, conferences, business visits, and company events.
- Coordinate with vendors and service providers for routine office requirements.
- Support procurement and other administrative activities as assigned.
- Ensure general office requirements are addressed and followed up on time.
- Perform other administrative responsibilities assigned by the Owner or Management.

Front Desk Responsibilities

- Welcome and assist visitors, clients, vendors, and guests professionally.
- Act as the first point of contact for visitors and incoming telephone calls.
- Receive and direct visitors to the appropriate person or department.
- Handle incoming calls and forward them to concerned team members.
- Maintain visitor records and coordinate visitor access.
- Receive, distribute, and dispatch couriers, parcels, and official documents.
- Coordinate meeting room bookings and visitor hospitality arrangements.
- Ensure the reception/front desk area remains clean, organized, and presentable.
- Maintain a professional and courteous approach while interacting with visitors and external stakeholders.

Required Skills & Competencies





- Excellent verbal and written communication skills.
- Strong English communication and business drafting skills.
- Excellent coordination and follow-up abilities.
- Solid organizational and multitasking skills.
- Professional personality and presentable appearance.
- High level of confidentiality, integrity, and discretion.
- Ability to communicate professionally with senior management, clients, vendors, and employees.
- Strong attention to detail.
- Ability to work independently and manage responsibilities with minimal supervision.
- Proactive approach with strong ownership of assigned tasks.
- Ability to handle urgent and confidential assignments.
- Strong time-management and prioritization skills.
- Strong interpersonal and relationship-management skills.

Technical Skills

- MS Word, MS Excel, PowerPoint, and Outlook
- Google Workspace will be an added advantage.
- Calendar and meeting management tools.
- Email drafting and professional correspondence.
- Documentation and record management.
- Basic knowledge of preparing presentations and reports.

Educational Qualification

- Bachelor's degree in Business Administration, Commerce, Management, or any relevant discipline.
- Certification in Executive Assistance, Personal Assistance, or Office Administration will be an added advantage.

Experience

- 2–5 years of relevant experience in Personal Assistant, Executive Assistant, Admin Executive, Administration, Front Desk, or a similar role.
- Prior experience directly supporting an Owner, Director, Promoter, MD, or senior management will be strongly preferred.
- Candidates with experience handling confidential business matters and senior-level coordination will be preferred.

Preferred Candidate Profile

- Professional, mature, and trustworthy personality.
- Comfortable working directly with the Owner and handling confidential matters.
- Strong communication and drafting skills.
- Highly organized with excellent follow-up capabilities.
- Capable of managing multiple responsibilities simultaneously.
- Proactive and capable of anticipating requirements and taking appropriate action.
- Flexible to handle urgent assignments and work beyond regular office hours whenever required.
- Comfortable balancing Owner/PA responsibilities with administrative and front desk duties.
- Dependable and capable of handling responsibilities independently.

Pay: ₹400,000.00 - ₹700,000.00 per year

Work Location: In person

📌 ADMIN & PERSONAL ASSISTANT TO OWNER (India)
🏢 Sinaxis Enterprises
📍 India