Personal Assistant

Job Title: Personal Assistant (PA)

Location: Noida (US Shift) & Gurgaon (UK Shift)

Reports to: EA/Head of Facilities

Job Type: Full-Time – On-site

Job Purpose

The job purpose of a Personal Assistant (PA) is to provide essential administrative and organizational support to executives, managers, or teams within an organization. The role is designed to ensure the smooth and efficient functioning of daily operations by managing schedules, communications, office tasks, and logistics. A PA helps improve productivity by handling routine tasks, allowing senior staff members to focus on more strategic, high-priority activities.

Key elements of the job purpose include:

• Supporting Leadership: Assisting senior management or team members with administrative tasks to enhance efficiency and productivity.
• Organizing Operations: Ensuring that administrative processes and daily operations run smoothly through effective scheduling, communication, and office management.
• Facilitating Communication: Acting as a liaison between internal and external stakeholders, ensuring timely responses to emails, calls, and other inquiries.
• Ensuring Efficiency: Taking on the responsibility of handling day-to-day administrative work, allowing key personnel to focus on their core tasks without distraction.
• In summary, the purpose of a PA is to provide seamless administrative support to facilitate smooth operations and enhance overall organizational efficiency.

Job Summary:

We are seeking a proactive, organized, and efficient Personal Assistant to provide comprehensive administrative support to our Teams. The successful candidate will have strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment. As a PA, you will be responsible for managing schedules, correspondence, office tasks, and general administrative duties to ensure the smooth running of daily operations.

Key Responsibilities:

• Administrative Support: Provide high-level administrative assistance to executives, managers, or team members, including managing emails, calendar schedules, travel arrangements, and other communications.
• Calendar and Schedule Management: Coordinate and maintain appointments, meetings, and events. Ensure that deadlines and key activities are prioritized and communicated effectively.
• Travel Coordination: Organize domestic and international travel arrangements, including flight bookings, accommodation, itineraries, and ground transportation.
• Communication: Screen and direct incoming phone calls, emails, and other forms of communication, ensuring timely responses and resolution of inquiries.
• Office Management: Oversee day-to-day office operations, such as filing, organizing office supplies, gifting and oversee maintaining a clean and efficient workspace.
• Document Preparation: Assist with preparing reports, presentations, and other documents as needed, ensuring all materials are prepared accurately and on time.
• Event Planning: Assist in organizing company events, meetings, or conferences, including logistics, catering, venue selection, and attendee management.
• Confidentiality & Discretion: Handle sensitive and confidential information with professionalism and discretion.

Key Skills and Qualifications:

• Experience: Proven experience as a Personal Assistant.
• Organizational Skills: Strong ability to prioritize tasks, manage time efficiently, and multitask effectively.
• Communication Skills: Excellent written and verbal communication skills, with the ability to communicate effectively with all levels of the organization.
• Attention to Detail: Highly attentive to detail, ensuring accuracy and professionalism in all tasks.
• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software tools.
• Problem-Solving Skills: Ability to identify challenges and find solutions quickly and effectively.
• Discretion & Trust: Ability to manage confidential information with the utmost discretion and integrity.
• Education: A high school diploma or equivalent is required; a degree or certification in Business Administration or a related field is preferred but non-essential.

Working Environment:

• Ability to work in a fast-paced, dynamic environment.
• Must be able to adapt to changing priorities and be flexible with work hours.
• Opportunity to collaborate with a variety of teams and departments.
• This role is entirely office based.