Personal Assistant

We are looking for a proactive Personal Assistant to support our Chairman with administrative and personal tasks.

The role requires strong organization, communication, multitasking skills, flexibility in working hours (company determined), and occasional travel.

Key Responsibilities:

1. Documentation and Communication Management

• Manage huge chunks of data related to emails sent and received, also attachments.
• Create correspondence/emails in continuation or citing different previous communication with supporting data.
• Monitor, prioritize, and respond to emails in consultation with Chairman.

2. Presentation/Document Management (Storing, Creation and Updating)

• Design, update, and polish presentations for meetings and events
• Track past presentation son a topic or to a particular client and update the same.

3. Calendar Management

• Manage calendar, ensuring timely scheduling of appointments, meetings, and deadlines.
• Schedule, coordinate, confirm, and professionally record client meetings to ensure seamless organization.
• Especially important during international travels, to calculate travel times and schedule meetings accordingly.

4. Travel & Stay Management

• Generate options, negotiate, finally book and confirm travel and stay flights, trains, hotel bookings etc.
• Stay up to date and ensure validity of passports and visas for Chairman and family.

5. Club Membership, Cards & other Office Management

• Monitor and ensure the timely renewal of club memberships, and subscriptions, payments of bills etc.
• Managing credit/debit cards and related documentation.
• Similar admin work related to other offices, branches.

6. Personal Work Management

• Handle any other personal tasks and coordinate day-to-day tasks and errands with other support staff.

Key Skills and Competencies:

• Excellent organizational skills, meticulousness and attention to detail.
• Strong communication, interpersonal skills, and ability to handle confidential information.
• Good at time management both for self and Chairman.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Able to handle irregular/long working hours and days, weekend working, when required.

Personality Traits:

• A certain degree of professional and emotional maturity is expected for this role.
• Friendly and able to build networks internally and externally to be able to get access as and when required at senior levels, make bookings in difficult situations, at short notice etc.
• Flexibility to adapt to changing priorities and needs.
• Willing to take on complete responsibility for tasks.
• Calm and composed in a crisis.
• To some extent a self-starter or someone who is able to hit the ground running…

Qualifications:

• Bachelor's degree or equivalent experience.
• Prior experience as a Personal Assistant or similar role preferred.
• Familiarity with email and calendar management software (e.g., Outlook, Google Workspace).

Please note that this is completely a Work from Office Role. WFH is not a possibility at all.

How to Apply:

Send your resume and a brief cover letter detailing your relevant experience to:

sonali.buddhbhatti@tooltech.net