Personal Assistant

i-TEK RFID; Pune District; On-site; INR 600,000 - 1,200,000; Full time

Job summary

i-TEK RFID is seeking a proactive Personal Assistant to support the Chief Operating Officer in Pune. The role focuses on high-level administrative tasks, strategic coordination, and maintaining strict confidentiality in a fast-paced environment.

The successful candidate will manage complex calendars, prepare reports and briefing materials, and coordinate meetings with internal and external stakeholders. 3–5 years of experience in executive support is preferred.

Qualifications

• Bachelor’s degree in Business Administration or related field (preferred).
• 3–5 years of experience in executive support roles (preferably supporting senior leadership).
• Experience working in fast-paced or corporate environments.

Responsibilities

• Manage the COO’s calendar, including scheduling meetings, appointments, and travel.
• Coordinate internal and external meetings, ensuring all logistics are handled seamlessly.
• Prepare agendas, presentations, reports, and briefing documents.
• Act as the first point of contact between the COO and internal/external stakeholders.
• Screen calls, emails, and correspondence, responding or escalating as appropriate.
• Liaise with senior leadership, department heads, and external partners.
• Ensure timely follow-ups on action items and key decisions.
• Draft professional emails, letters, and communications on behalf of the COO.
• Assist in tracking key operational projects and initiatives.
• Monitor deadlines, deliverables, and progress updates across departments.
• Prepare summaries and dashboards for review meetings.
• Support the COO in implementing strategic initiatives.
• Arrange domestic and international travel, including flights, accommodation, and itineraries.
• Manage expense reports and reimbursements.
• Ensure all travel plans align with business priorities and schedules.
• Handle sensitive and confidential information with the utmost discretion.
• Maintain organized records, files, and documentation.
• Ensure compliance with company policies and procedures.
• Organize executive meetings, board meetings, and leadership offsites.
• Take minutes and track action items.
• Coordinate logistics for events and presentations.

Skills

Organizational skills

Time management

Discretion

Confidentiality

Multitasking

Prioritization

MS Office

Google Workspace

Stakeholder management

Interpersonal skills

Problem-solving

Attention to detail

Education

Bachelor's degree in Business Administration or related field

Tools

MS Office

Google Workspace

Job description

Job Title: Personal Assistant to COO [3-5 years]

Job Summary :

The Personal Assistant to the COO provides administrative, organizational, and strategic support to ensure the efficient functioning. This role requires exceptional discretion, strong coordination skills, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities :

Executive Support

• Manage the COO’s calendar, including scheduling meetings, appointments, and travel.
• Coordinate internal and external meetings, ensuring all logistics are handled seamlessly.
• Prepare agendas, presentations, reports, and briefing documents.
• Act as the first point of contact between the COO and internal/external stakeholders.

Communication & Coordination

• Screen calls, emails, and correspondence, responding or escalating as appropriate.
• Liaise with senior leadership, department heads, and external partners.
• Ensure timely follow-ups on action items and key decisions.
• Draft professional emails, letter, and communications on behalf of the COO.

Operational Support

• Assist in tracking key operational projects and initiatives.
• Monitor deadlines, deliverables, and progress updates across departments.
• Prepare summaries and dashboards for review meetings.
• Support the COO in implementing strategic initiatives.

Travel & Logistics Management

• Arrange domestic and international travel, including flights, accommodation, and itineraries.
• Manage expense reports and reimbursements.
• Ensure all travel plans align with business priorities and schedules.

Confidentiality & Documentation

• Handle sensitive and confidential information with the utmost discretion.
• Maintain organized records, files, and documentation.
• Ensure compliance with company policies and procedures.

Meeting & Event Management

• Organize executive meetings, board meetings, and leadership offsites.
• Take minutes and track action items.
• Coordinate logistics for events and presentations.

Qualifications

• Bachelor’s degree in Business Administration or related field (preferred)
• 3-5 years of experience in executive support roles (preferably supporting senior leadership)
• Experience working in fast-paced or corporate environments

Required Skills

• Strong organizational and time-management skills
• High level of discretion and confidentiality
• Ability to multitask and prioritize effectively
• Problem-solving mindset with attention to detail
• Proficiency in MS Office / Google Workspace tools
• Stakeholder management and interpersonal skills

Preferred Skills

• Proactive and self-driven
• High emotional intelligence
• Ability to anticipate needs and act independently
• Professional demeanor and strong work ethic