Personal Secretary / Executive Assistant to Business Owner
Location: Work From Home (Remote)
Travel Requirement: Occasional Domestic & International Travel
Industry: HR Consulting / Recruitment (IT & Non-IT Staffing Startup)
Experience Required: 2–3 Years
About Us
We are a fast-growing startup HR Consulting and Recruitment firm specializing in IT and Non-IT talent acquisition, executive search, and consulting services. We are looking for a highly organized, proactive, and detail-oriented Personal Secretary / Executive Assistant to provide end-to-end administrative, coordination, recruitment, and business support to the Business Owner.
Role Summary
The Personal Secretary will act as a trusted support partner to the Business Owner, ensuring seamless management of schedules, meetings, recruitment coordination, business communication, and operational follow-through. The ideal candidate should be capable of handling multiple responsibilities independently in a fast-paced startup environment.
Key Responsibilities : Executive / Administrative Support
- Manage and maintain the Business Owner’s calendar, including:
- Online meetings
- Client appointments
- Internal review meetings
- Follow-up schedules
- Business commitments
- Prepare and maintain:
- Meeting trackers
- Action item trackers
- Follow-up sheets
- Task management dashboards
- Attend virtual meetings, record Minutes of Meeting (MOM), and ensure timely follow-up on action points
- Coordinate with clients, candidates, partners, and vendors for scheduling and communication
- Organize travel plans, itineraries, bookings, and logistics when required
Recruitment Support
- Assist in end-to-end recruitment coordination for IT and Non-IT hiring mandates
- Schedule interviews between candidates and clients
- Maintain candidate databases, trackers, and hiring pipeline reports
- Coordinate documentation and communication with candidates
- Support sourcing, screening coordination, and recruitment operations as required
Business Coordination & Marketing Support
- Assist in preparation for business meetings, presentations, and client discussions
- Support coordination for marketing initiatives, networking activities, and corporate events
- Follow up with prospects, clients, and stakeholders for meetings and communication
- Maintain business documentation and reporting
Event & Travel Support
- Coordinate participation in business events, conferences, networking meets, and corporate programs
- Be available for occasional travel within India and overseas for business meetings/events
Required Skills & Competencies
- Excellent organizational and coordination skills
- Strong attention to detail and accuracy
- Ability to multitask and manage multiple priorities simultaneously
- Strong ownership mindset with proactive follow-up
- Excellent verbal and written communication skills
- High level of professionalism and confidentiality
- Strong interpersonal and relationship management skills
- Quick learner with high adaptability in a startup environment
Technical Skills
- Advanced proficiency in MS Excel (trackers, reports, formulas, data management)
- Good knowledge of MS Office / Google Workspace
- Comfortable with virtual meeting tools (Zoom, Microsoft Teams, Google Meet)
- Familiarity with recruitment tools / job portals is an advantage
Candidate Profile
Preferred Candidate Should Have:
- 2–3 years of relevant experience as:
- Personal Secretary / Executive Assistant / Executive Coordinator / Recruitment Coordinator / Business Support Executive
- Experience in HR consulting / recruitment / staffing / professional services preferred
- Strong ability to work independently in a remote environment
- Willingness to travel when required
- Professional appearance and pleasing personality
Personal Attributes
We are looking for someone who is:
✔ Proactive and self-driven
✔ Highly detail-oriented
✔ Efficient at multitasking
✔ Quick to learn and adapt
✔ Dependable and responsive
✔ Mature in handling confidential matters
Pay: From ₹15,000.00 per month
Application Question(s):
- Rate your proficiency in MS Excel on a scale of 1 to 5
- Are you Fluent in English ? ( Yes / No )
Education:
Willingness to travel:
Work Location: Hybrid remote in Kolkata, West Bengal
