Here's a professional and comprehensive Job Description (JD) for a Personal Assistant (PA) / Executive Assistant (EA) to the Chairman, considering the wide range of responsibilities and public positions held by the Chairman.
Job Title
Personal Assistant (PA) / Executive Assistant to the Chairman
Location
Primarily based in Maharashtra with extensive travel across the state.
Reporting To
Chairman
About the Role
We are looking for an energetic, highly organized, trustworthy, and proactive Personal Assistant to provide comprehensive executive support to the Chairman, who is actively engaged in leadership roles across the banking, legal, educational, social, charitable, and public sectors.
The ideal candidate should be capable of managing multiple responsibilities simultaneously, maintaining strict confidentiality, coordinating with senior professionals and government officials, and ensuring smooth day-to-day operations across various organizations.
This is a demanding yet rewarding role for someone seeking exposure to high-level management, administration, governance, legal affairs, and public administration.
Organizations Handled
The Chairman is associated with multiple organizations, including:
- GS Mahanagar Co-operative Bank Ltd.
- Director, Ahmednagar District Central Co-operative Bank (ADCC Bank)
- Shelke & Company (Law Firm)
- UGS Foundation
- Sanjeevni Shikshan Sanstha
- Educational Institutions and Trusts
- Various Social, Political and Public Welfare Initiatives
The Personal Assistant will coordinate work relating to all these assignments.
Key ResponsibilitiesExecutive Assistance
- Manage the Chairman's daily schedule, appointments, meetings and calendar.
- Coordinate meetings with clients, advocates, senior executives, government authorities, public representatives, trustees, educational institutions and banking officials.
- Prioritize daily tasks and ensure timely follow-up.
- Maintain confidential records and sensitive information.
- Prepare daily briefings before meetings.
Administrative Support
- Draft official correspondence, letters, notices, reports, circulars and presentations.
- Prepare agendas for meetings.
- Record Minutes of Meetings (MoMs) accurately.
- Maintain action trackers and follow up on pending matters.
- Organize physical and digital documentation.
- Manage filing systems and record management.
Legal & Documentation
- Assist in preparation of legal documents.
- Coordinate with advocates, solicitors, chartered accountants and consultants.
- Maintain case files and legal records.
- Track court dates, statutory deadlines and compliance timelines.
- Assist in legal research whenever required.
Banking & Financial Coordination
- Coordinate with bank officials.
- Assist in preparing meeting documents.
- Handle confidential banking correspondence.
- Maintain records relating to financial matters.
- Assist in basic accounting and bookkeeping.
- Verify bills, invoices and expense statements.
- Prepare reimbursement and travel expense records.
Accounts & Finance
- Maintain accounts and financial records.
- Prepare vouchers and maintain expense registers.
- Coordinate with accountants and auditors.
- Handle petty cash management.
- Maintain payment schedules.
- Assist with budgeting and financial documentation.
Communication
- Handle phone calls professionally.
- Screen and prioritize calls.
- Draft and respond to emails.
- Maintain professional communication with stakeholders.
- Coordinate with clients, vendors, institutions and government offices.
- Manage WhatsApp Business communication where required.
Travel Management
- Plan extensive travel across Maharashtra.
- Coordinate transportation, accommodation and logistics.
- Prepare travel itineraries.
- Carry necessary documents during official visits.
- Be willing to travel frequently, sometimes at short notice.
Event & Meeting Coordination
- Coordinate Board Meetings.
- Arrange Trust Meetings.
- Coordinate educational institution meetings.
- Organize conferences, seminars, public events and social initiatives.
- Liaise with vendors and event organizers.
- Ensure logistical readiness for official functions.
Public & Political Coordination
- Coordinate with public representatives.
- Assist during public meetings.
- Maintain communication with social organizations.
- Handle correspondence related to social initiatives.
- Coordinate community outreach programmes.
- Maintain protocol during official visits.
Office Management
- Supervise office administration.
- Coordinate support staff.
- Maintain office supplies and inventory.
- Ensure efficient office functioning.
- Coordinate courier and document dispatch.
Digital & Technology Support
- Manage digital records.
- Schedule online meetings.
- Handle MS Office documentation.
- Prepare PowerPoint presentations.
- Maintain cloud-based records.
- Coordinate video conferencing.
- Manage digital calendars.
Follow-up & Coordination
- Follow up with government departments.
- Coordinate with banks, educational institutions, trusts and NGOs.
- Ensure timely completion of assigned tasks.
- Track ongoing projects and deadlines.
- Maintain status reports.
Skills Required
- Excellent communication skills (English, Marathi and Hindi)
- Excellent drafting skills
- Strong organizational abilities
- Exceptional time management
- High level of confidentiality
- Professional etiquette
- Strong interpersonal skills
- Ability to multitask under pressure
- Problem-solving ability
- Leadership and coordination skills
- Attention to detail
- Ability to work independently
- Strong follow-up skills
Technical Skills
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Google Workspace
- Email management (Outlook/Gmail)
- Internet research
- PDF editing
- Document management systems
- Basic accounting software (preferred)
- Knowledge of AI tools (ChatGPT, Microsoft Copilot, Google Gemini, etc.) for drafting, summarization, scheduling assistance, and productivity enhancement is desirable.
You should add a dedicated Language Proficiency section and also mention it under the eligibility criteria.
Language Proficiency (Mandatory)
The candidate must be fluent (both spoken and written) in the following languages:
- Marathi – Native/Professional proficiency (Mandatory)
- English – Professional proficiency (Mandatory)
- Hindi – Professional proficiency (Mandatory)
The candidate should be capable of:
- Drafting professional correspondence, emails, notices, and reports in English and Marathi.
- Communicating confidently with clients, senior executives, government officials, bankers, advocates, trustees, public representatives, and stakeholders in Marathi, English, and Hindi.
- Translating and interpreting documents or conversations between the three languages whenever required.
Essential Requirements
- Fluency in Marathi, English, and Hindi (spoken and written) is mandatory.
- Excellent drafting and communication skills.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace, and email correspondence.
- Willingness to travel extensively across Maharashtra.
- Ability to maintain strict confidentiality and professionalism at all times.
Educational Qualification
Essential
- Bachelor's Degree in Law (LL.B.), BBA, B.Com., BA, or equivalent.
Preferred
- LL.B.
- Company Secretary (Inter) / CS
- MBA
- Office Administration Certification
Experience
Preferred:
- 2–5 years of experience as a Personal Assistant, Executive Assistant, Executive Secretary, Office Manager, or Administrative Officer.
Fresh graduates with exceptional organizational and communication skills may also apply.
Candidate Profile
The ideal candidate should be:
- Highly disciplined
- Honest and trustworthy
- Mature and professional
- Presentable and well-groomed
- Flexible with working hours
- Comfortable handling confidential information
- Willing to travel extensively across Maharashtra
- Able to coordinate with senior executives, lawyers, bankers, trustees, government officials, public representatives, and community leaders
- Able to work in a fast-paced, multi-organization environment
- Capable of managing multiple priorities with minimal supervision
Working Conditions
- Full-time position
- Extensive travel across Maharashtra
- Occasional weekend, holiday, or extended-hour work depending on meetings, events, and official engagements
- Exposure to banking, legal practice, educational institutions, trusts, NGOs, and public administration
What You'll Gain
- Direct exposure to leadership and decision-making at the highest level.
- Experience across banking, law, education, governance, charitable organizations, and public administration.
- Opportunities to develop skills in executive management, legal coordination, finance, strategic planning, stakeholder management, and organizational leadership.
- A dynamic role offering significant professional growth, networking opportunities, and real-world experience in handling complex, high-impact responsibilities.
Job Type: Full-time
Pay: ₹11,499.46 - ₹30,000.00 per month
Education:
Experience:
- Personal assistant: 2 years (Preferred)
- Secretarial work: 2 years (Preferred)
Language:
- Marathi (Preferred)
- English (Preferred)
- Hindi (Preferred)
Willingness to travel:
Work Location: In person
