Personal Assistant to Director Department: Administration

Location:
Mira-Bhayander, Mumbai Reporting To: Director / Management

Salary:
4
- 6 LPA Job Summary We are seeking an experienced, organised, and proactive Personal Assistant to provide comprehensive executive and administrative support to the Director and Management. The role involves managing schedules, travel arrangements, official correspondence, confidential records, meetings, administrative operations, and coordination with internal and external stakeholders. The candidate will also be responsible for liaising with government departments, regulatory authorities, educational institutions, vendors, and other agencies, ensuring effective coordination, timely follow-ups, and efficient execution of Management-assigned responsibilities. Key Roles & Responsibilities
• Executive Assistance & Calendar Management: Manage the Director's calendar, appointments, meetings, official engagements, reminders, and daily executive support requirements, ensuring effective scheduling and prioritisation.
• Travel Management: Coordinate end-to-end domestic and international travel arrangements for the Director, Management, and other employees, including flight and train bookings, hotel reservations, transportation, itineraries, visa documentation, modifications, cancellations, and coordination with travel agencies.
• Official Communication & Correspondence: Manage official emails, telephone calls, letters, drafting, and correspondence with internal departments, external stakeholders, government authorities, and other concerned parties.
• Confidential Documentation & Records: Maintain and organise confidential files, agreements, official records, Management correspondence, digital documentation, and significant trackers, ensuring accuracy, accessibility, and confidentiality.
• Meeting & Task Coordination: Organise meetings, prepare agendas and Minutes of Meetings (MoM), maintain action trackers, coordinate with concerned stakeholders, and ensure timely follow-up on decisions and assigned tasks.
• Office Administration & Facility Management:



Oversee and coordinate daily administrative activities, housekeeping, pantry services, office maintenance, vendor services, Annual Maintenance Contracts (AMCs), agreements, renewals, and other facility-related requirements.
• Government & Regulatory Coordination: Liaise with government departments, municipal corporations, statutory authorities, and regulatory bodies regarding documentation, applications, submissions, permissions, approvals, compliance-related matters, and necessary follow-ups.
• University & Institutional Coordination: Coordinate with universities, educational institutions, the Bar Council, and other concerned authorities for official correspondence, documentation, approvals, institutional requirements, and regulatory follow-ups.
• Guest & Visitor Management: Coordinate appointments, official visits, hospitality arrangements, and meetings with clients, guests, government officials, and external stakeholders, ensuring smooth and professional arrangements.
• Management Follow-ups & PAN-India Coordination: Monitor assignments delegated by the Director and Management, coordinate with department heads and branch teams across PAN-India locations, track deadlines, and provide regular updates on pending and completed tasks.
• Digital & Marketing Coordination: Liaise with graphics, design, digital marketing, and website teams regarding assigned activities, creative reviews, campaign inputs, Management feedback, approvals, and timely completion of deliverables.
• Financial & Administrative Coordination: Coordinate administrative expenses, advances, invoices, bills, reimbursements, supporting documentation, and related follow-ups with the Accounts department.




• Special Assignments & Management Support: Handle additional administrative, coordination, documentation, liaison, and special project responsibilities as assigned by the Director or Management. Candidate Requirements
• Qualification: Graduate in any discipline; additional qualifications in Business Administration, Management, or Secretarial Practice preferred.
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Experience:
Relevant experience as a Personal Assistant, Executive Assistant, Executive Secretary, or in a similar role supporting senior Management.
• Excellent verbal and written communication skills in English and Hindi.
• Proficiency in MS Office, Excel, Outlook, professional email drafting, and documentation.
• Experience in domestic and international travel arrangements, including ticketing, hotel reservations, and itinerary planning.
• Exposure to coordination with government departments, regulatory authorities, educational institutions, and external agencies preferred.
• Strong organisational, multitasking, time management, and follow-up skills.
• Ability to handle confidential information with discretion and professionalism.
• Strong interpersonal skills with the ability to coordinate effectively across departments and with external stakeholders.
• Ability to work independently, prioritise responsibilities, and manage multiple assignments within deadlines. Preferred Candidate Profile A professional with experience providing executive assistance to Directors, senior executives, or business owners, with strong capabilities in administration, travel management, official correspondence, government liaison, documentation, and stakeholder coordination. The ideal candidate should be proactive, detail-oriented, dependable, and capable of independently managing responsibilities while maintaining confidentiality and ensuring timely completion of Management-assigned tasks. Note: The responsibilities outlined above are indicative and may be modified or expanded based on organisational requirements and Management instructions.

📌 Personal Assistant to Director (Mira Bhayandar)
🏢 INDIAN SCHOOL OF BUSINESS MANAGEMENT AND ADMINISTRATION
📍 Mira Bhayandar