Personal Assistant

2 weeks ago

mumbai, India Domain2Conversion.com Full time


Urgently looking for a PA (SaaS)

Location - Delhi


As a personal assistant (PA) you will work closely with senior managerial or directorial staff to provide administrative support, usually on a one-to-one basis. You will help a manager to make the best use of their time by dealing with secretarial and administrative tasks.

PAs need extensive knowledge of the organisation in which they work. You will need to know who key personnel are (both external and internal) and understand the organisation's aims and objectives.

Managers often rely heavily on their PA, trusting that work will be handled efficiently in their absence. Discretion and confidentiality are therefore essential attributes for a successful PA.

A personal assistant is sometimes called an executive secretary, as well as a personal or private secretary.


Responsibilities

As a PA, you will often act as the manager's first point of contact with people from both inside and outside the organisation. Tasks are likely to include:

  • devising and maintaining office systems, including data management and filing;
  • arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations;
  • screening phone calls, enquiries and requests, and handling them when appropriate;
  • meeting and greeting visitors at all levels of seniority;
  • organising and maintaining diaries and making appointments;
  • dealing with incoming email, faxes and post, often corresponding on behalf of the manager;
  • carrying out background research and presenting findings;
  • producing documents, briefing papers, reports and presentations;
  • organising and attending meetings and ensuring the manager is well prepared for meetings;
  • liaising with clients, suppliers and other staff.

In addition to supporting managers, their team and departments, many PAs also have their own personal workload and responsibilities. The scope of the PA's role can be extensive and additional duties may include:

  • carrying out specific projects and research;
  • responsibility for accounts and budgets;
  • taking on some of the manager's responsibilities and working more closely with management;
  • deputising for the manager, making decisions and delegating work to others in the manager's absence;
  • being involved in decision-making processes.

Some PAs do all the secretarial work themselves, while others take responsibility for recruiting and training junior staff and delegate some of the less demanding and confidential work to them.



Salary: as per industry standard

Location:  New Delhi & Mumbai



What to expect

  • There is frequent contact with people, either face-to-face or by phone or email.
  • The job may be very stressful at times, as it can sometimes involve dealing with difficult or demanding people, often at very senior levels, and the work is always focused on the needs of the manager. Being a PA means working very closely with one person and any problems they are having with their work may impact on you.
  • Travel within a working day, absence from home overnight and overseas work or travel are uncommon but may be required to attend external meetings and conferences.



Qualifications

Although this area of work is open to all graduates and those with a Diploma, a degree in business or management may increase your chances. 

Key Skills:

In addition to relevant experience and secretarial and administrative knowledge, you will need to show evidence of the following:

  • exceptional written and oral communication skills;
  • excellent word processing and IT skills, including knowledge of ECommerce & IT industry;
  • the ability to work under pressure and to tight deadlines;
  • good organisational and time management skills;
  • the ability to research, digest, analyse and present material clearly and concisely;
  • excellent interpersonal skills;
  • the ability to work on your own initiative;
  • honesty and reliability;
  • attention to detail;
  • flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines;
  • discretion and an understanding of confidentiality issues.

Work experience

  • A minimum of two years' relevant experience required, which will generally have been gained in a more junior secretarial or administrative role.

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