Personal Assistant

Job Title: Personal Secretary/Personal Assistant to CEO

Location: Pipavav, Gujarat (Onsite)

Client: Swan Energy Group

About the Role

We are seeking a highly organized, proactive, and detail-oriented Personal Secretary/Personal

Assistant to support our CEO. The ideal candidate will act as a trusted aide, ensuring the

smooth functioning of daily operations, managing schedules, and providing critical support in

decision-making processes. This role is perfect for someone who thrives in a fast-paced

environment and is passionate about ensuring excellence in execution.

Key Responsibilities

1. Administrative Support:

• Manage and maintain the CEOs calendar, including scheduling meetings,

appointments, and travel arrangements.

• Draft, review, and finalize meeting agendas, minutes, and correspondence.
• Handle day-to-day communications, both internal and external, with

professionalism and discretion.

2. Meeting Management:

• Coordinate and organize meetings, ensuring all required materials and

resources are available.

• Prepare detailed notes and actionable points from meetings for follow-ups.
• Act as a liaison between the CEO and various departments to ensure timely

execution of tasks.

3. Documentation & Reporting:

• Create and manage presentations, reports, and spreadsheets using MS Office

(Excel, PowerPoint, Word).

• Analyze data and provide insights or recommendations when required.
• Ensure the confidentiality and security of all sensitive information.

4. Strategic Support:

• Provide support in researching and preparing briefs for key business decisions.
• Assist in implementing tools like ChatGPT or other productivity-enhancing

software to streamline operations.

5. Other Duties:

• Act as the CEOs representative in their absence when needed.
• Proactively identify and address operational inefficiencies.
• Perform additional tasks as required to support the CEO.

Qualifications and Experience

• Education: Bachelors degree in a relevant field (e.g., Business Administration,

Communication, or similar).

• Experience: 2-5 years of experience in a similar role providing support to senior

executives.

• Technical Skills: Strong proficiency in MS Office (Excel, PowerPoint, Word).

Familiarity with productivity tools like ChatGPT is a plus.

• Communication: Excellent English communication skills, both written and verbal.

• Other Skills:

• Strong organizational and multitasking skills.
• Proactive problem-solving ability and attention to detail.
• High level of discretion and confidentiality.

What We Offer

• A dynamic work environment with exposure to senior leadership.

• Opportunities for professional growth and skill development.

How to Apply: If you meet the above qualifications and are excited about this opportunity,

please send your updated resume along with a cover letter to [Indira@careerfit.ai] with the

subject line: Application for PS/PA to CEO – [Your Name].

Join us in shaping the future of our organization and making a meaningful impact