(Urgent) Personal Secretary

3 weeks ago

Bengaluru, India Mirabilis Investment Trust Full time

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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