Personal Assistant

Waman Hari Pethe Jewellers; Mumbai City; On-site; INR 279,000 - 558,000; Full time

Job summary

Waman Hari Pethe Jewellers in Mumbai is seeking an organized executive assistant to manage calendars, emails, and travel for senior leadership. You will prepare MOMs, draft communications, and coordinate with branches and partners to ensure smooth operations.

You will also handle travel logistics, maintain project trackers, and provide confidential support for personal matters as needed, maintaining discretion and professional etiquette.

Qualifications

• Experience in calendar, email, and travel coordination for executives.
• Ability to draft professional emails, presentations, and reports.
• Ability to coordinate meetings, prepare MOMs, and track action items.
• Strong travel logistics and expense reconciliation capability.
• Maintain trackers, dashboards, and status reports for projects.
• Coordinate with branch teams, HQ departments, vendors and partners.
• Maintain confidentiality and manage sensitive information.
• Assist with personal scheduling and discreet handling of personal matters.

Responsibilities

• Manage and maintain the executive's calendar, appointments, meetings, and travel schedules.
• Screen, prioritize, and respond to emails, calls, and correspondence; draft professional documents.
• Prepare meeting agendas, presentations, and supporting documents; attend meetings and record MOM.
• Arrange travel bookings, accommodation, transportation, and itineraries; reconcile expenses.
• Monitor key projects and maintain status dashboards; ensure timely follow-up on tasks.
• Compile, analyze, and present business data; prepare MIS reports and summaries.
• Coordinate with branch offices, Head Office, vendors and partners.
• Support the executive in special assignments and personal matters with discretion.

Skills

Planning & Organizing

Time Management

Confidentiality & Integrity

Communication & Interpersonal

Follow-up & Execution

Proactiveness & Ownership

Professional Etiquette

Job description

Role & responsibilities

Calendar & Schedule Management

• Manage and maintain the executive's calendar, appointments, meetings, and travel schedules.
• Prioritize meetings and ensure effective time management.
• Coordinate internal and external meetings, conferences, and events.

Communication Management

• Screen, prioritize, and respond to emails, calls, and correspondence.
• Draft professional emails, presentations, reports, and business documents.
• Act as a liaison between the executive and internal/external stakeholders.

Meeting Coordination

• Prepare agendas, presentations, and supporting documents for meetings.
• Attend meetings as required, record Minutes of Meeting (MOM), and track action items.
• Follow up with stakeholders to ensure timely closure of assigned tasks.

Travel & Logistics

• Arrange travel bookings, accommodation, transportation, and itineraries.
• Manage travel-related documentation and expense reconciliation.

Project & Task Tracking

• Monitor key projects and initiatives assigned by the executive.
• Maintain trackers, dashboards, and status reports.
• Ensure timely follow-up and escalation of pending matters.

Data Management & Reporting

• Compile, analyze, and present business data in a concise and actionable format.
• Prepare periodic MIS reports, presentations, and management summaries.
• Maintain accurate records and documentation.

Stakeholder Coordination

• Coordinate with branch teams, Head Office departments, vendors, and business partners.
• Facilitate communication and ensure seamless execution of decisions.

Confidentiality & Administration

• Handle sensitive business and personal information with complete confidentiality.
• Manage administrative tasks, documentation, and record-keeping.
• Support the executive in special assignments and strategic initiatives.

Personal Assistance Support

• Assist with personal scheduling, appointments, and other assigned personal matters.
• Coordinate family, social, and personal commitments as required while maintaining discretion.

Preferred candidate profile

Key Competencies

• Planning & Organizing
• Time Management
• Confidentiality & Integrity
• Communication & Interpersonal Skills
• Follow-up & Execution ExcellenceProactiveness & Ownership
• Professional Etiquette and Relationship Management