Position
Personal Assistant to the Founder.
Location
Kurla – Kanakia Zillion & BKC (Mumbai)
Employment Type
Full-time
Role Overview
We are looking for a highly organized, proactive, and trustworthy Personal Assistant to support the Founder in managing day-to-day priorities, administrative tasks, office administration, and business coordination. The ideal candidate is detail-oriented, resourceful, and capable of handling both executive support and administrative operations with professionalism and discretion.
Key Responsibilities
2. PERSONAL ASSISTANT (PA)
Core role: Manage the Founder’s personal, family, social, and day-to-day logistical requirements.
Personal Bookings
Restaurant and table bookings.
Uber/car and local transportation bookings.
Sports, games, clubs, and activity bookings.
Event and entertainment bookings.
Porter and courier bookings.
Family & Children
School-related payments, forms, and administrative work.
Children’s classes, activities, and bookings.
Family appointments and scheduling.
Coordinate family-related logistics as required.
Medical & Appointments
Book doctor, dentist, specialist, and other appointments for the Founder/family.
Manage appointment reminders, changes, and cancellations.
Gifts & Occasions
Purchase and arrange delivery of gifts, flowers, cakes, etc.
Track birthdays, anniversaries, weddings, and other important dates.
Manage RSVPs and social commitments.
Personal Errands & Services
Coordinate household/personal service providers.
Coordinate family and personal requirements as assigned.
Administrative & Office Management
- Oversee day-to-day administrative operations of the office.
- Process and track utility bills, office expenses, subscriptions, and vendor payments, ensuring timely settlement.
- Verify invoices for accuracy, obtain necessary approvals, and coordinate with the Finance team for processing.
- Maintain records of invoices, payments, contracts, warranties, and important office documents.
- Draft emails, letters, and other business correspondence.
- Coordinate with housekeeping staff, office assistants, electricians, plumbers, carpenters, internet providers, and other service personnel for office maintenance and repairs.
- Supervise office maintenance activities and ensure office facilities remain functional, clean, and well-maintained.
- Coordinate with vendors for office supplies, equipment servicing, annual maintenance contracts (AMCs), and procurement.
- Monitor office inventory and replenish supplies as required.
- Assist in organizing company events, leadership meetings, and office activities.
- Ensure administrative processes are carried out efficiently and in compliance with company policies.
Business Coordination
- Liaise with cross-functional teams to monitor project progress and key deliverables.
- Coordinate with HR, Finance, Legal, Operations, and external stakeholders on behalf of the Founder.
- Maintain trackers, dashboards, and reports for business initiatives.
- Conduct research and compile information to support business decisions.
- Follow up on pending tasks and ensure timely completion.
Personal Assistance
- Manage personal appointments and schedules, where required.
- Coordinate personal and business travel, accommodation, transportation, and itineraries.
- Handle reservations, bookings, and other logistics.
- Assist with personal errands and miscellaneous tasks while maintaining complete confidentiality.
Required Skills & Qualifications
- Bachelor's degree in Business Administration, Management, Commerce, or a related field.
- 3–7 years of experience as a Personal Assistant, Executive Assistant, or in a similar administrative role.
- Excellent organizational and multitasking skills.
- Strong written and verbal communication abilities.
- Ability to manage multiple priorities with minimal supervision.
- High level of integrity, discretion, and confidentiality.
- Proficiency in Microsoft Office Suite, Google Workspace, and productivity tools.
- Basic understanding of invoices, expense management, vendor coordination, and office administration.
Preferred Attributes
- Proactive with strong problem-solving abilities.
- Excellent follow-up and execution skills.
- Comfortable interacting with senior leadership, vendors, and support staff at all levels.
- Hands-on approach with a willingness to manage operational and administrative tasks.
- Ability to work in a dynamic, fast-paced environment.
- Flexible to support business requirements beyond standard working hours, when necessary.
Key Competencies
- Executive support
- Office administration
- Vendor management
- Invoice verification and bill management
- Time management
- Planning and coordination
- Communication
- Confidentiality
- Attention to detail
- Problem-solving
- Stakeholder management
Success Measures
- Smooth management of the Founder's calendar and priorities.
- Accurate and timely processing of administrative tasks, invoices, and bill payments.
- Well-maintained office facilities through effective vendor and service coordination.
- Strong follow-through on action items and business priorities.
- Organized documentation and efficient record management.
- High responsiveness, professionalism, and ability to anticipate needs.
Pay: ₹40,000.00 - ₹60,000.00 per month
Benefits:
Work Location: In person
