Secretary / Executive Assistant

JOB DESCRIPTION (JD)- Executive Assistant/ Personal Assistant 

Position: Personal Assistant / Executive Assistant (PA/EA to Management)

Organisation: Kshetry & Co (Law Firm)

Location: Salt Lake Office, Kolkata

Employment Type: Full-Time

Working Hours: Monday to Saturday, 9:00 AM – 6:00 PM (or as per work requirements)

1. About the Organisation

Kshetry & Co Legal Advisors is a full-service law firm engaged in litigation, corporate advisory, contract drafting, and dispute resolution. The firm operates in a fast-paced legal environment requiring strong coordination, confidentiality, and executive-level support.

To ensure smooth functioning of senior management and daily operations, the firm seeks a highly organised and dependable Personal Assistant / Executive Assistant.

2. Key Responsibilities

2.1 Executive Support to Management (Core Function)

• Provide direct administrative and executive support to Managing Partner / Senior Management.

• Manage daily schedules, appointments, meetings, and court-related timings.

• Act as a point of contact between management and internal/external stakeholders.

2.2 Calendar & Meeting Management

• Maintain and organise calendars, meetings, and deadlines.

• Schedule client meetings, internal reviews, and court-related appointments.

• Ensure timely reminders and coordination for all scheduled activities.

2.3 Communication & Correspondence

• Handle official emails, calls, and correspondence on behalf of management.

• Draft professional emails, letters, and internal communications.

• Coordinate with clients, lawyers, staff, and external parties.

2.4 Document & File Management

• Maintain and organise confidential files, legal documents, and records.

• Ensure proper filing, retrieval, and documentation (both digital and physical).

• Assist in preparing documents, presentations, and reports.

2.5 Coordination & Office Management Support

• Coordinate with different departments for smooth workflow.

• Follow up on assigned tasks and ensure timely completion.

• Assist in managing day-to-day office operations when required.

2.6 Travel & Event Coordination

• Arrange travel, accommodation, and logistics for management when required.

• Coordinate meetings, conferences, and client visits.

2.7 Mandatory WhatsApp Reporting & Work Discipline

• Submit daily updates via official WhatsApp to management including:

• Schedule for the day and completed tasks

• Meetings attended and pending follow-ups

• Calls handled and important communications

• Pending work and priority tasks

• Ensure real-time responsiveness and availability during working hours.

• Any delay in communication, missed updates, or lack of coordination shall be treated as serious negligence of duty.

3. Required Skills and Qualifications

• Graduate in any discipline (MBA / Administrative background preferred).

• 2–5 years of experience as PA/EA or in administrative roles.

• Excellent communication and interpersonal skills.

• Strong organisational and multitasking abilities.

• Proficiency in MS Office (Word, Excel, PowerPoint).

• Ability to handle confidential information with discretion.

• Professional appearance and conduct.