Executive Assistant

Pipara & Co; Ahmedabad District; On-site; INR 1,500,000 - 2,500,000; Full time

Job summary

Pipara & Co in Ahmedabad is seeking a highly experienced Personal Assistant to manage the reporting manager's schedule, communications, and day-to-day requirements. You will coordinate meetings, handle travel arrangements, prepare materials, and maintain confidential records with discretion.

The ideal candidate has extensive experience supporting senior leaders, strong organizational skills, and the ability to proactively anticipate needs and provide seamless executive support in a dynamic

Qualifications

• 25 years of experience as Personal Assistant / Executive Assistant / Secretary.
• Experience supporting senior leaders (Partner/Director/MD/CEO) preferred.
• Strong organizational and multi-tasking abilities.

Responsibilities

• Manage daily schedule, calendar, appointments, and commitments of the reporting manager.
• Coordinate and schedule internal and external meetings, calls, and appointments.
• Handle emails, phone calls, messages, and other communications.
• Maintain records of meetings, documents, and follow-ups.
• Coordinate with clients, Partners, employees, vendors, and external stakeholders.
• Arrange travel including flights, hotels, transport, and itineraries.
• Prepare presentations, reports, and other management materials.
• Maintain confidential documents and records.
• Follow up on pending tasks and commitments.
• Prepare meeting notes, minutes, and action points.
• Coordinate personal and professional appointments of the reporting manager.
• Assist with bills, payments, and expense records; handle routine admin tasks.
• Handle confidential information with discretion; anticipate needs and provide support.

Skills

Calendar management

Coordination

Communication

Travel arrangements

Documentation

Confidentiality

Meeting minutes

Tools

MS Office

Job description

The candidate will be responsible for managing schedules, appointments, communication, travel arrangements, documentation, coordination, and day-to-day requirements of the reporting manager.

Key Responsibilities

• Manage the daily schedule, calendar, appointments, and commitments of the reporting manager.
• Coordinate and schedule internal and external meetings, calls, and appointments.
• Handle emails, phone calls, messages, correspondence, and other communications.
• Maintain a proper record of important meetings, appointments, documents, and follow-ups.
• Coordinate with clients, Partners, employees, vendors, and other external stakeholders as required.
• Manage travel arrangements, including flights, hotels, transportation, and travel itineraries.
• Assist with preparation of presentations, reports, documents, and other management-related materials.
• Maintain and organize confidential documents and records.
• Follow up with relevant individuals/departments on pending tasks and commitments.
• Prepare meeting notes, minutes, and action points wherever required.
• Coordinate personal and professional appointments and engagements of the reporting manager.
• Assist in managing bills, payments, expense records, and other routine administrative matters.
• Handle confidential and sensitive information with complete discretion.
• Anticipate the reporting managers requirements and proactively arrange necessary support.
• Perform other personal, administrative, and coordination tasks assigned by the reporting manager.

Preferred candidate profile

• 25 years of experience as a Personal Assistant, Executive Assistant, Secretary, or in a similar role.
• Experience supporting a Partner, Director, MD, CEO, or other senior professional will be preferred.