Executive Assistant (EA) cum Personal Assistant (PA) Full Time

1. Calendar & Schedule Management

• Maintain and manage daily, weekly, and monthly calendars.
• Schedule internal and external meetings, calls, and site visits.
• Prioritize appointments based on urgency and business impact.
• Send meeting reminders and ensure punctual attendance.
• Block focus time and buffer time between meetings.

2. Communication Management

• Screen and manage emails, calls, and messages.
• Draft professional emails, letters, and official responses.
• Coordinate with internal departments on behalf of the executive.
• Handle confidential information with discretion.

3. Meeting & Follow-Up Coordination

• Prepare meeting agendas and briefing notes.
• Attend meetings (if required) and take minutes.
• Track action points and follow up with concerned teams.
• Maintain a tracker for pending and completed tasks.

4. Travel & Logistics Management

• Plan and book flights, hotels, and ground transport.
• Prepare travel itineraries and meeting schedules.
• Coordinate visas, documents, and expense claims.
• Manage personal and business travel arrangements.

5. Documentation & Reporting

• Maintain organized digital and physical files.
• Prepare presentations, reports, and summaries.
• Compile weekly and monthly MIS reports.
• Manage contracts, approvals, and important documents.

6. Task & Project Coordination

• Act as a bridge between the executive and departments.
• Track deadlines for projects and key deliverables.
• Ensure inter-departmental coordination.
• Escalate delays or issues proactively.

7. Personal Assistance Duties

• Manage personal appointments (doctor, family events, etc.).
• Handle personal bill payments and reminders.
• Coordinate with household staff or personal vendors (if required).
• Manage personal purchases, gifts, and errands.

8. Visitor & Event Coordination

• Manage guest appointments and hospitality.
• Coordinate boardroom readiness and meeting setups.
• Assist in organising corporate or personal events.

9. Administrative Support

• Maintain expense records and reimbursements.
• Coordinate with admin, IT, and HR when required.
• Ensure office supplies and executive workspace readiness.

10. Confidentiality & Professional Conduct

• Maintain strict confidentiality of business and personal matters.
• Represent the executive professionally at all times.
• Demonstrate discretion, loyalty, and reliability.
  

KEY SKILLS REQUIRED

• Strong organisational and time-management skills.
• Excellent written and verbal communication.
• High level of discretion and confidentiality.
• Proficiency in MS Office, email, and scheduling tools.
• Ability to multitask and work under pressure.

Positioning: Head Office-Based

Reporting To: Management / Directors