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Personal Assistant
2 weeks ago
Job Title: Personal Assistant to Executive Vice President
Department: Executive Office
Location: Mumbai
Reports To: Executive Vice President Head Business Operations
Employment Type: Full-time
Position Overview:
The Personal Assistant (PA) to the Executive Vice President (EVP) provides high-level administrative, organizational, and confidential support to ensure efficient management of the EVPs office. The role requires exceptional coordination, communication, and multitasking skills, as well as the ability to handle sensitive information with discretion and professionalism.
Key Responsibilities:
1. Executive Support:
- Manage and maintain the EVPs daily schedule, appointments, meetings, and travel itineraries.
- Prioritize and coordinate incoming requests, correspondence, and communications on behalf of the EVP.
- Prepare and review internal and external communications, presentations, reports, and minutes of meetings.
- Maintain confidentiality in all aspects of the EVPs business and personal matters.
2. Communication & Coordination:
- Act as the primary point of contact between the EVP and internal/external stakeholders.
- Coordinate cross-departmental communication and ensure timely follow-up on key decisions and deliverables.
- Draft high-quality emails, letters, and professional correspondence with attention to tone and accuracy.
3. Meeting & Event Management:
- Schedule, plan, and organize meetings, conferences, and reviewsensuring all materials and logistics are ready in advance.
- Record minutes, track action items, and follow up on commitments made during meetings.
- Assist in organizing internal/external events, executive visits, and corporate engagements.
4. Documentation & Record Management:
- Maintain an efficient filing system (physical and digital) for executive documents, reports, and confidential files.
- Track project deadlines, prepare dashboards, and support management reporting.
- Handle expense claims, reimbursements, and vendor coordination related to EVPs office.
5. Strategic & Personal Assistance:
- Support EVP in prioritizing tasks aligned with business goals and deadlines.
- Anticipate EVPs requirements and proactively address administrative or operational needs.
- Occasionally handle personal errands and tasks as assigned.
Qualifications & Skills:
Education:
- Bachelors degree in Business Administration, Commerce, or related field (Masters preferred).
Experience:
- 5+ years of experience as an Executive Assistant, Personal Assistant, or Office Manager supporting senior leadership in a corporate environment.
Skills:
- Strong organizational, multitasking, and time management skills.
- Excellent written and verbal communication.
- High level of discretion, integrity, and confidentiality.
- Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (Teams, Zoom, Google Workspace).
- Professional demeanor with strong interpersonal skills and attention to detail.
- Ability to work under pressure and manage competing priorities.
Key Attributes:
- Proactive and resourceful mindset.
- Strong business acumen and professionalism.
- Discreet, dependable, and self-motivated.
- Positive attitude with flexibility to handle dynamic situations.
