Secretary / Executive Assistant

Personal Assistant to Director

Job Details

Location: Mumbai (Lower Parel) Experience: 0–5 Years

About the Role

As the Personal Assistant to the Directors, you will work directly with the company's leadership team and be responsible for handling a wide variety of professional, operational, and administrative tasks.

No two days will be the same. One day you may be coordinating meetings with clients, another day conducting site visits, researching vendors, following up with teams, managing documentation, arranging travel, or handling important errands.

This role requires someone who is highly responsive, comfortable making frequent phone calls, excellent at coordination, and willing to take ownership of any task assigned by the Directors.

Key Responsibilities

Executive & Calendar Management

• Manage the Directors' calendars, appointments, meetings, and daily schedules.

• Coordinate travel bookings, accommodation, transportation, and itineraries.

• Prepare meeting agendas, Minutes of Meeting (MoMs), and action trackers.

Coordination & Follow-ups

• Coordinate with employees, vendors, clients, partners, consultants, and external stakeholders.

• Make frequent phone calls to schedule meetings, collect information, and ensure timely execution of tasks.

• Track pending action items and proactively follow up until completion.

• Ensure smooth communication between the Directors and various internal teams.

Administrative & Operational Support

• Draft emails, letters, presentations, reports, and business documents.

• Assist in preparing presentations and reports for leadership meetings.

Site Visits & Errands

• Visit offices, client locations, vendors, government offices, banks, or other locations whenever required.

• Coordinate deliveries, collections, purchases, documentation, and miscellaneous errands on behalf of the Directors.

• Assist in organizing company events, meetings, and other operational activities.

• Support the Directors with any ad-hoc tasks or business-related coordination as required.

Research & Special Projects

• Conduct online research on vendors, products, competitors, travel, events, services, and business topics.

• Compare quotations, negotiate with vendors, and coordinate procurement where required.

• Use AI tools such as ChatGPT, Gemini, Claude, or similar platforms to research information, draft documents, and summarize data.

Required Skills

• 0–5 years of experience as a Personal Assistant, Executive Assistant, Executive Coordinator, Administrative Executive, or similar role.

• Excellent verbal and written communication skills in English.

• Strong coordination, follow-up, and multitasking abilities.

• Comfortable making a large number of phone calls and coordinating with multiple stakeholders daily.

• Proficiency in Microsoft Office and Google Workspace.

• Familiarity with AI tools such as ChatGPT, Gemini, Claude, or similar productivity tools.

• Ability to handle confidential information with integrity and professionalism.

• Flexible, dependable, and willing to take ownership of diverse responsibilities.

Preferred Qualifications

• Experience supporting Founders, Directors, CXOs, or senior leadership.

• Experience working in a startup or fast-paced environment.

• Comfortable traveling locally within Mumbai for meetings, site visits, and operational work.

• Strong negotiation and vendor management skills.