Personal Secretary

3 days ago

Bengaluru, Karnataka, India Mirabilis Investment Trust Full time ₹ 9,00,000 - ₹ 12,00,000 per year

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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