Personal Assistant

The India Fitness Connect Pvt. Ltd.; Mumbai; On-site; INR 400,000 - 700,000; Full time

Job summary

The India Fitness Connect Pvt. Ltd. in Mumbai seeks a highly organized Personal Assistant to provide comprehensive administrative and personal support to the CEO.

The role covers managing calendars, coordinating travel, handling correspondence and organizing meetings with strict confidentiality. The candidate will handle travel planning for domestic and international trips, prepare reports and documents, coordinate with vendors, and ensure timely follow-ups while working with senior management

Qualifications

• Manage the CEO's calendar, appointments, meetings and daily schedule.
• Receive and screen calls, messages and routine correspondence.
• Organise and coordinate meetings, including conference rooms, lunches and dinners.
• Maintain important files, records, documents and confidential information.
• Prepare and maintain reports, trackers and databases as required by the CEO.
• Handle CEO-related expenses, cash expense vouchers and credit card statements with supporting documents.
• Prepare reports, presentations, and meeting materials.
• Organize meetings, take minutes, and follow up on action items.
• Coordinate with vendors, service providers, and other stakeholders.
• Monitor expenses and prepare expense reports.

Responsibilities

• Manage the CEO's calendar, appointments, meetings and daily schedule.
• Receive and screen calls, messages and routine correspondence.
• Organise and coordinate meetings, including conference rooms, lunches and dinners.
• Maintain important files, records, documents and confidential information.
• Prepare and maintain reports, trackers and databases as required by the CEO.
• Handle CEO-related expenses, cash expense vouchers and credit card statements with supporting documents.
• Prepare reports, presentations, and meeting materials.
• Organize meetings, take minutes, and follow up on action items.
• Coordinate with vendors, service providers, and other stakeholders.
• Monitor expenses and prepare expense reports.

Skills

Administrative

PA

Personal assistant

Tools

MS Office

Excel

Outlook

PowerPoint

Job description

Job Summary

We are seeking a highly organized, proactive, and discreet Personal Assistant to provide comprehensive administrative and personal support. The ideal candidate will manage schedules, coordinate travel, handle correspondence, organize meetings, and assist with day-to-day tasks while maintaining confidentiality and professionalism.

Responsibilities

CEO's Personal & Administrative Support

• Manage the CEO's calendar, appointments, meetings and daily schedule.
• Receive and screen calls, messages and routine correspondence.
• Organise and coordinate meetings, including conference rooms, lunches and dinners.
• Maintain important files, records, documents and confidential information.
• Prepare and maintain reports, trackers and databases as required by the CEO.
• Handle CEO-related expenses, cash expense vouchers and credit card statements with supporting documents.
• Prepare reports, presentations, and meeting materials.
• Organize meetings, take minutes, and follow up on action items.
• Coordinate with vendors, service providers, and other stakeholders.
• Monitor expenses and prepare expense reports.

Travel & International Coordination

• Plan and coordinate domestic and international travel, including flights, rail, hotels and ground transportation.
• Prepare and maintain the CEO's travel itinerary in Excel.
• Coordinate passport and visa applications, including USA, UK, and other countries.
• Arrange forex/currency requirements for international travel.
• Maintain and monitor airline and hotel loyalty points/miles and follow up for missing credits.
• Assist the CEO in organising and attending conferences, exhibitions, seminars and business events.

CEO's Vehicle & Driver Management

• Manage car insurance, servicing, repairs and maintenance.
• Monitor car fuel expenses and usage.
• Coordinate and manage the driver's schedule/roster.
• Ensure timely renewal of vehicle-related documents and insurance.

CEO's Household & Personal Coordination

• Coordinate matters relating to house insurance and maintenance.
• Coordinate domestic support/services as required.
• Handle other personal administrative requirements entrusted by the CEO with complete confidentiality.

Family & School Coordination

• Coordinate with the children's college for meetings, communications, appointments, events and other requirements as instructed.
• Maintain necessary schedules and follow-ups.

Business & Office Coordination

• Coordinate with internal teams and external stakeholders on behalf of the CEO.
• Organise and coordinate management/team meetings and maintain action points/follow-ups.
• Assist with office administration and routine coordination.
• Collect, compile and organise reports, records, files and business information required by the CEO.
• Follow up with concerned teams for pending matters and provide status updates to the CEO.
• Assist with project coordination and special assignments.
• Ensure deadlines and priorities are met.

Events & Client Hospitality

• Coordinate arrangements for business meetings, client lunches/dinners and other events.
• Arrange flowers, cakes, gifts and other hospitality requirements as directed by the CEO.
• Assist in ensuring smooth arrangements for important customers, business associates and visitors.

Key Competencies

• Excellent communication and interpersonal skills.
• Strong organisational and coordination abilities.
• High level of confidentiality, maturity and discretion.
• Excellent follow-up and time-management skills.
• Ability to manage multiple priorities simultaneously.
• Good knowledge of MS Office, particularly Excel, Outlook/Calendar and PowerPoint.
• Professional, presentable and service-oriented personality.
• Ability to work with senior management, customers, vendors and internal teams.
• Willingness to work beyond regular office hours whenever required by the CEO.
• Strong attention to detail and ability to anticipate requirements.

Skills: administrative,pa,personal assistant