Personal Secretary / Assistant to Managing Partner

Role Summary

We are seeking a highly organized, discreet, and proactive Personal Secretary / Assistant to manage day-to-day administrative, operational, and coordination tasks for the Principal. This role is critical in ensuring time efficiency, smooth execution, and seamless communication across professional and personal priorities.

The ideal candidate functions as a trusted right hand, capable of independently managing routine work, anticipating requirements, and ensuring follow-through without constant supervision.

Key Responsibilities

1. Calendar & Schedule Management

• Manage and optimize the partner's calendar across business and personal commitments
• Schedule meetings, calls, and appointments with appropriate buffers
• Coordinate across multiple time zones when required
• Share daily agendas and weekly schedule summaries
• Proactively flag conflicts and priority clashes

1. Communication Management

• Monitor and manage email accounts and messaging platforms
• Draft professional responses for approval or send routine communications independently
• Screen and prioritize incoming calls and messages
• Coordinate follow-ups and maintain communication logs
• Act as the first point of contact for external stakeholders when appropriate

1. Task & Follow-Up Management

• Maintain structured task trackers (daily / weekly / monthly)
• Track commitments made by internal teams, vendors, consultants, and partners
• Ensure timely follow-ups and closure of action items
• Escalate delays or issues proactively

1. Documentation & File Management

• Maintain organized digital filing systems (legal, financial, contracts, HR, personal)
• Prepare basic drafts of emails, letters, agreements, and notes
• Manage document version control and approvals
• Coordinate printing, scanning, signing, and archiving of documents

1. Administrative & Finance Coordination

• Track invoices, payments, renewals, and subscriptions
• Coordinate with accounts, legal, and compliance teams
• Maintain expense records and summary reports
• Handle routine bank and vendor follow-ups (non-strategic)

1. Travel & Logistics

• Plan and book travel (flights, hotels, ground transport)
• Prepare detailed travel itineraries
• Coordinate visa documentation where required
• Schedule meetings and logistics during travel periods

1. Personal & Household Support

• Manage personal appointments and reminders
• Coordinate household vendors and services
• Assist with event planning and gift coordination
• Track personal bill payments and renewals

1. Reporting & Updates

• Provide daily status updates on pending and urgent matters
• Prepare weekly summaries of tasks, follow-ups, and priorities
• Maintain a basic decision and reference log for continuity

Required Skills & Qualifications

• Proven experience as a Personal Secretary / Executive Assistant / Office Manager
• Excellent written and verbal communication skills in English
• Strong organizational and multitasking abilities
• High level of discretion and confidentiality
• Proficiency in Google Workspace / MS Office
• Comfortable using email, messaging apps, video conferencing tools
• Ability to work independently and under pressure
• Detail-oriented with strong follow-through

Preferred Attributes

• Proactive and solution-oriented mindset
• Ability to anticipate needs rather than wait for instructions
• Strong time-management and prioritization skills
• Professional demeanor and reliability
• Willingness to handle both professional and personal tasks

Performance Indicators

• Timely completion and closure of assigned tasks
• Reduction in administrative load on the Partner
• Quality and clarity of drafted communications
• Consistency in follow-ups and reporting
• Accuracy and organization of documentation

Compensation

• Competitive salary based on experience and capability
• Performance-linked incentives may be considered for high performers

Job Type: Full-time

Pay: From ₹30,000.00 per month

Work Location: In person