Personal Assistant

2 days ago

Bengaluru India Mirabilis Investment Trust Full time

Job Description Location: Bengaluru Department: Family Office Reporting To: Family/Family Office Head Job Brief We are seeking a highly responsible and organized Personal Secretary to support a leading family office setup in Bengaluru. The ideal candidate will provide personalized secretarial and administrative support in a well-organized and timely manner. You will serve as a key point of contact between the family and internal/external stakeholders, managing a wide variety of personal and professional tasks. Key Responsibilities 1. Communication & Liaison - Act as the primary point of contact between the family and the family office. - Liaise with internal staff, external clients, vendors and service providers. - Handle all personal and official work as required by family members. 2. Calendar & Schedule Management - Manage calendars for all four family members, including meetings, appointments and events. - Prioritize and coordinate tasks and schedules effectively. - Fix appointments and send reminders as necessary. 3. Travel & Event Coordination - Arrange travel, visas, accommodations and itineraries. - Occasionally accompany family members on trips to assist during meetings and presentations. - Coordinate and support the organization of personal and corporate events. 4. Documentation & Records - Maintain and keep track of personal documents (PAN, Aadhaar, passport, vehicle documents, etc.). - Ensure timely renewal of documents such as insurance, driving license, digital signature, FASTag, etc. - Maintain a structured filing system (both digital and physical). - Keep an up-to-date emergency contact list and all relevant contact numbers. 5. Meeting Support - Attend confidential meetings and provide accurate transcription or minutes. - Draft and circulate minutes of meetings and follow up with relevant stakeholders on action points. 6. Administrative Support - Prepare reports, presentations and briefs as required. - Draft speeches or notes and compile background information for meetings. - Maintain confidentiality and handle sensitive information with discretion. 7. Household & Staff Coordination - Monitor security and housekeeping arrangements at family residences. - Coordinate with drivers and arrange for vehicles as per requirements. - Collaborate with office staff and members for seamless operations. Desired Candidate Profile - Proven experience of 5 + years as a personal assistant, executive secretary, or similar role. - Strong organizational and time management skills. - Excellent verbal and written communication. - High level of discretion and confidentiality. - Tech-savvy with proficiency in MS Office and calendar management tools. - Ability to multitask and adapt in a dynamic environment.

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