Personal Assistant

3 months ago


Mumbai Maharashtra, India INK IN CAPS MEDIA & MARKETING LLP Full time

**Responsibilities**:
**1. Executive Support**
- Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
- Prepare meeting agendas, minutes, and action items, ensuring follow-up on assigned tasks.
- Act as a point of contact between the CEO and internal/external stakeholders, handling communication and ensuring timely responses.
- Organize and maintain confidential files and records, ensuring information is secure and easily accessible.
- Assist the CEO with daily administrative duties and complete a broad variety of administrative tasks.

KPIs:

- Calendar managed with mínimal conflicts (98% accuracy).
- Meeting agendas and minutes prepared and distributed within 24 hours.
- All communications responded to within 24 hours.
- Confidential information maintained with 100% security compliance.

2. **Project Management**

**Responsibilities**:

- Oversee and coordinate special projects and initiatives as directed by the CEO.
- Ensure that project milestones and deadlines are met, and report progress regularly.
- Collaborate with various departments to gather necessary information and resources for projects.

KPIs:

- Projects completed on time and within budget (95% success rate).
- Regular progress reports submitted to the CEO (weekly/bi-weekly).
- Cross-departmental collaboration effectiveness (positive feedback from departments).

3. **Research and Reporting**
- Conduct research and prepare reports on various topics as requested by the CEO.
- Provide data analysis and summaries to support decision-making processes.

KPIs:

- Research reports delivered with comprehensive analysis and actionable insights (95% accuracy).
- Timely delivery of requested reports (within specified deadlines).

4. **Communication and Liaison**

**Responsibilities**:

- Facilitate smooth communication between the CEO and internal/external stakeholders.
- High-quality communication materials produced (mínimal revisions needed).
- Positive feedback from stakeholders on communication efficiency.

5. **Administrative and Office Management**

**Responsibilities**:

- Ensure the smooth operation of the CEO’s office, including managing supplies, equipment, and facilities.
- Coordinate with the Admin and HR departments for any office-related needs.
- Assist in organizing company events, meetings, and other activities as required.

KPIs:

- Office operations running smoothly with no disruptions.
- Positive feedback from the CEO and other staff on administrative support.
- Successful coordination of company events and activities (positive feedback and participation).

*

6. **Financial Management**

**Responsibilities**:

- Assist the CEO with budgeting, expense tracking, and financial planning with Accounts and HR.
- Prepare and manage expense reports, ensuring accuracy and compliance with company policies.
- Liaise with the finance department to ensure timely processing of payments and reimbursements.

*

KPIs:

- Accurate and timely submission of expense reports (100% compliance).
- Effective budget management and financial planning support.
- Positive feedback from the finance department on collaboration and process efficiency.

*

7. **Personal Assistance**

**Responsibilities**:

- Assist the CEO with personal tasks and errands as needed.
- Manage personal appointments, travel, and other activities for the CEO.

KPIs:

- Personal tasks and errands completed accurately and on time.
- Positive feedback from the CEO on personal assistance.

**General Attributes**

**Responsibilities**:

- Maintain a high level of professionalism and discretion at all times.
- Exhibit strong organizational and multitasking skills.
- Demonstrate excellent written and verbal communication skills.
- Be proactive, resourceful, and able to work independently.

KPIs:

- Professionalism and discretion maintained (positive feedback from CEO and stakeholders).
- High level of organization and multitasking abilities demonstrated.
- Strong communication skills evidenced by positive feedback and effective communication outcomes.
- Proactive and resourceful problem-solving demonstrated in daily tasks.

Schedule:

- Day shift

Ability to commute/relocate:

- Mumbai, Maharashtra: Reliably commute or planning to relocate before starting work (preferred)

**Experience**:

- Personal assistant: 1 year (preferred)

Work Location: In person


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