Personal Assistant

Job Description: Executive cum Personal AssistantPosition Title: Executive cum Personal Assistant to Managing DirectorReports To: Managing DirectorEmployment Type: Full-time, PermanentWork Location: Koramangala, Bengaluru, KAPosition OverviewWe are seeking an exceptionally organized, discreet, and proactive professional to serve as Executive cum Personal Assistant to our Managing Director. This is a strategic dual-role position that combines high-level executive support with personal administrative duties. The ideal candidate will be a trusted confidant capable of managing complex schedules, sensitive communications, and diverse responsibilities across both professional and personal domains with minimal supervision.This role requires someone who thrives in a fast-paced, dynamic environment, anticipates needs before they arise, and maintains the highest standards of confidentiality and professionalism.Primary ResponsibilitiesExecutive & Business AdministrationCalendar & Schedule Management: Manage comprehensive daily, weekly, and monthly schedules; coordinate calendars with internal and external stakeholders; prioritize conflicting meetings and resolve scheduling conflicts diplomaticallyMeeting Coordination: Arrange and prepare for board meetings, investor presentations, business reviews, and client meetings; prepare meeting agendas, materials, and minutes; follow up on action items and track deliverablesTravel Logistics: Book flights, accommodations, ground transportation, and arrange visa documentation for domestic and international travel; prepare detailed itineraries and travel briefs; manage travel expenses and reimbursementCorrespondence Management: Screen, prioritize, and respond to emails and communications; prepare executive summaries; draft professional correspondence on behalf of the MD; maintain organized filing systemsBusiness Presentations: Prepare PowerPoint presentations, financial summaries, and strategic reports; compile data, market research, and business intelligence; ensure professional formatting and accurate contentProject Follow-ups: Track ongoing projects, monitor key deliverables, and flag delays or risks; maintain project dashboards and status reports; coordinate interdepartmental project updatesVendor & Stakeholder Relations: Manage relationships with external vendors, service providers, and key stakeholders; coordinate quotes, contracts, and service agreementsAdministrative Operations: Manage office supplies, equipment, and facilities coordination; prepare expense reports and financial documentation; assist with budget trackingPersonal & Household SupportPersonal Calendar: Manage personal appointments (medical, wellness, and fitness, legal, financial); send reminders and confirmationsHousehold Logistics: Coordinate household maintenance, repairs, and vendor services; manage household staff scheduling if applicablePersonal Errands: Handle shopping, bill payments, personal correspondence, and household bookkeepingTravel Planning: Arrange personal travel, vacation logistics, and leisure activities; prepare personal travel kits and documentationEvent Coordination: Support personal events, family gatherings, or social commitments with logistics and coordinationConfidentiality & DiscretionMaintain absolute confidentiality regarding business strategies, financial information, personal matters, and sensitive communicationsHandle privileged information with the utmost discretion and professionalism Sign and adhere to non-disclosure agreementsKey QualificationsEssential RequirementsEducation: Bachelor's degree in Business Administration, Management, or related field (or equivalent professional experience)Experience: Minimum 4-6 years of experience supporting C-level executives (CEO, MD, CFO, COO, or similar)Technical Proficiency: Expert-level skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); Google Workspace; project management tools (Asana, Monday.com, or similar); video conferencing platformsCommunication Skills: Exceptional written and verbal communication; ability to draft professional correspondence, prepare summaries, and present information clearlyOrganizational Skills: Demonstrated ability to manage multiple priorities simultaneously; strong time management and attention to detailDiscretion & Confidentiality: Proven ability to handle sensitive information with utmost confidentiality and professional judgmentFlexibility & Adaptability: Willingness to work extended hours when required; comfort with dynamic, changing prioritiesDesirable QualificationsExperience in a startup, manufacturing, renewable energy, real estate development, or hospitality sectorFamiliarity with financial management, budgeting, or accounting softwareBasic knowledge of regulatory compliance, HR processes, or business lawExperience managing multiple properties or international logisticsMultilingual abilities (particularly Hindi, English, and Arabic)Knowledge of travel management systems and luxury hospitality bookingsCore CompetenciesCompetency | Description Executive Presence Calm, professional demeanor; ability to represent the MD positively in all interactionsDiscretion & Judgment Sound decision-making regarding sensitive matters; knows when to escalate vs. resolve independentlyProactive Initiative Anticipates needs, identifies problems before they escalate, and proposes solutionsAttention to Detail Ensures accuracy in all documentation, scheduling, and communicationsEmotional Intelligence Reads situations well; manages difficult conversations diplomaticallyAdaptability Thrives in ambiguity; responds quickly to changing priorities and unexpected demandsTech Savviness Quick learner with strong digital literacy; comfortable adopting new tools and platformsRelationship Building Develops trust with stakeholders, vendors, and team members; maintains professional networksProblem-Solving Resolves logistical challenges creatively; finds efficient solutions to operational issuesExpected Demeanor & Work Style-Professional & Poised: Maintains composure under pressure; represents the MD and organization with integrityDiscreet & Trustworthy: Handles confidential information with absolute discretion; earns and maintains trustProactive & Solution-Oriented: Doesn't wait to be told; identifies issues and proposes solutionsDiplomatic & Tactful: Manages competing priorities and difficult stakeholders with grace and tactResponsive & Reliable: Follows through on commitments; delivers high-quality work consistentlyHumble & Collaborative: Works effectively with teams; supports organizational goals beyond personal tasksWorking Conditions & HoursStandard Hours: 9:00 AM – 6:00 PM, Monday–Friday (flexible based on MD's schedule)Extended Hours: Regular availability beyond standard hours for travel, meetings, or urgent mattersTravel: Willingness to travel domestically and internationallyWork Environment: Office-based; occasional remote work for administrative tasks; travel as requiredPhysical Demands: Ability to manage multiple tasks, stand/walk for extended periods, and handle moderate liftingReporting & Performance MetricsThe Executive cum Personal Assistant will be evaluated on:Schedule Accuracy: Zero errors in calendar management; meeting preparation completionResponse Time: Immediate acknowledgment of communications; quick resolution of administrative requestsQuality of Work: Error-free documentation, presentations, and correspondence