Executive Personal Assistant

Santam Insurance; Gujarat; On-site; INR 350,000 - 700,000; Full time

Job summary

Santam Insurance in Gujarat is seeking a highly organized Personal Assistant to provide executive, administrative and secretarial support to the Principal Officer at GIFT City.

You will manage complex diaries, arrange travel, prepare reports and presentations, support Board governance, and coordinate with internal and external stakeholders while handling confidential information with discretion.

Qualifications

• PA diploma or certification preferred.
• 5 years proven work experience as a Personal Assistant.
• Strong organisational and time management skills.
• Proficiency in MS Office and English communication.
• Ability to handle confidential information with discretion.
• Experience in Insurance industry is advantageous.

Responsibilities

• Provide executive and secretarial support to the Principal Officer.
• Manage complex diaries and travel arrangements.
• Prepare reports, presentations and correspondence.
• Coordinate Board and governance activities.
• Draft minutes and coordinate meetings.
• Liaise with internal and external stakeholders.
• Handle confidential information with discretion.

Skills

Diary management

Calendar management

Travel coordination

MS Office

Communication skills

Discretion

Education

PA diploma or certification

Tools

MS Office Suite

Travel booking tools

Job description

We are seeking a highly organised and proactive Personal Assistant to provide dedicated executive, administrative and secretarial support to the Principal Officer in GIFT City. The successful candidate will serve as a key point of contact for internal and external stakeholders, ensuring the efficient management of the Principal Officer’s office and day-to-day priorities. Responsibilities include managing complex diaries, coordinating meetings and travel, preparing reports, presentations and correspondence, supporting Board and governance activities, and assisting with strategic initiatives and special projects. The role requires exceptional planning, communication and stakeholder management skills, with the ability to handle confidential information with discretion while contributing to the effective delivery of the organisation’s business and strategic objectives.

Key Responsibilities:

Executive Support:

• Assist the Principal Officer with daily administrative duties and provide comprehensive executive support.
• Manage an active calendar of appointments and commitments.
• Complete expense claims and related documentation.
• Draft, review, and prepare correspondence, reports, presentations, and meeting documentation.
• Arrange complex travel plans, itineraries, visas, and agendas.
• Coordinate logistics for high-level meetings, both internally and externally.
• Communicate with employees and stakeholders on behalf of the Principal Officer.
• Communicate directly and on behalf of the Principal Officer with Board members and other stakeholders on matters related to strategic initiatives, as directed.
• Support the Principal Officer in external engagements and business commitments.
• Perform additional duties as assigned by the Principal Officer.
• Arrange travel, accommodation, itineraries, visas, and all related correspondence for local and international travel.
• Plan, organise, and coordinate meetings, business lunches, client events, and stakeholder engagements.
• Manage the executive schedule and act as a liaison for the leadership team.
• Support the planning and coordination of company events, employee engagement initiatives, and special projects.
• Handle sensitive and confidential information with the utmost discretion.
• Take accurate minutes and maintain records of meetings.
• Prepare and distribute correspondence, memoranda, meeting minutes, letters, and forms.

Board Support and Liaison:

• Serve as the Principal Officer's administrative liaison to the Board of Directors.
• Coordinate Board activities, including quarterly Board meetings and associated events.
• Compile, assemble, and distribute Board packs and meeting materials.
• Coordinate Executive, Management, Finance, and other Committee meetings.
• Maintain confidential records, files, and contact information.
• Coordinate meetings, conferences, and committees both on-site and off-site in support of the Principal Officer's agenda.
• Ensure accurate records and documentation of Board activities are maintained.
• Participate as an adjunct member of the Senior Leadership Team by assisting with the scheduling and coordination of meetings.
• Assist in coordinating agendas for senior management meetings.
• Prepare meeting summaries and minutes and monitor progress on agreed actions.
• Follow up on action items to ensure timely completion and accountability.

Qualifications and Experience:

• PA diploma or certification would be considered an advantage
• 5 years proven work experience as a Personal Assistant
• Knowledge of office management systems and procedures
• MS Office and English proficiency
• Outstanding organisational and time management skills
• Up-to-date with latest office gadgets and applications
• Ability to multitask and prioritize daily workload
• Excellent verbal and written communications skills
• Discretion and confidentiality
• Previous experience working within the Insurance Industry will be an advantage.
• Act as the point of contact between the manager and internal/external clients, including, Board members, Senior Managers, colleagues of the CEO and staff, and others.
• Screen and direct phone calls and distribute correspondence
• Handle requests and queries appropriately
• Manage diary and schedule meetings and appointments
• Make travel arrangements
• Take dictation and minutes
• Produce reports, presentations and briefs
• Ability to learn new software products
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and shareholders.