Personal Assistant

2 weeks ago

Pune, India Olous Full time

1) Diary management - outlook experience essential

2) Booking meetings/appointments

3) Business travel - booking flights, hotels, car hire, valet parking etc

4) Organizing visas

5) Arranging visa invitation letters to overseas visitors

6) Maintaining MD’s travel log

7) Maintaining MD’s planner

8) Reconciling monthly expenses

9) Check report produced by receptionist for staff sickness/holiday is correct-daily update of sickness absence report

10) Fielding calls for MD & taking messages

11) HR Administration - contracts/offer letters, relevant paperwork, maintaining personnel files. Liaise with outsourced HR dept. on any disciplinary occurrences.

12) Pension & death in service administration - liaison with pension administrators

13) Organizing food/refreshments for business lunches

14) Provide cover when necessary for Reception duties
- mainly absence report and incoming/outgoing post and Boardroom bookings

15) Inputting and updating contact details into Outlook

16) Managing office and window cleaners and cleaning contracts

17) Managing landscapers/gardeners contract

18) Carrying out research for particular projects as requested by MD

19) Organizing corporate & staff events

20) Assisting with the organization of exhibitions and possibly attending if required

21) Managing First Aid and Fire Marshall training

22) Maintaining staff car park records

23) Taking minutes at various management meetings & typing up minutes

24) Organizing interviews/ liaising with recruitment agencies

25) Organizing squash box matches

26) Purchasing various items for MD as and when required

27) Paying personal bills for MD

28) Organizing medical/dental appointments

29) Organizing MD’s personal/family cars - insurance, MOT, servicing, repairs etc.

30) Organizing MD’s personal hobby of motor racing - insurance, track/test days, flights & hotels where required. 31) Arranging flights/hotels for race team

32) Assisting MD with personal holiday/events

33) Ad hoc paperwork & duties.

**Technical & essential Skills**:
1) Knowledge and experience with complex travel and flight itineraries, particularly international travel/hotel bookings

2) Experience of working for Directors/Senior Management

3) Excellent Diary Management with the ability to pre-empt and look ahead at all times

4) Essential experience in Microsoft Office
- Outlook/Word/Excel/PowerPoint.

**Interpersonal Skills**:
1) Ability to multitask and experience of dealing with a demanding role and high-level workload

2) Ability to priorities work and manage time effectively and be proactive

3) Excellent Organizational skills

4) Communication skills - the ability to communicate well at all levels

5) Demonstrate a professional manner at all times and possess the ability to remain calm under pressure

6) Self-motivated

7) Ability to maintain all the document.

8) Minimum 1 year experience required.

**Job Types**: Full-time, Regular / Permanent

**Salary**: From ₹300,000.00 per year

Schedule:

- Day shift
- Morning shift

Ability to commute/relocate:

- Pune, Maharashtra: Reliably commute or planning to relocate before starting work (required)

Application Question(s):

- Total work experience in office stuff's bookings and Management

**Education**:

- Bachelor's (preferred)

**Experience**:

- total work: 1 year (required)

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