Personal Assistant To Managing Partner

NCTI; Bengaluru; On-site; INR 500,000 - 700,000; Full time

Job summary

NCTI in Bengaluru, Karnataka is seeking an experienced Personal Assistant to the Managing Partner. The role requires handling calendar, meetings, correspondence, travel, documentation, and day-to-day coordination with internal teams, clients, and external stakeholders.

The candidate should have 10+ years of experience, be highly organized and proactive, and hold a graduate degree. The position involves close interaction with senior management and diverse stakeholders within Management /

Qualifications

• Highly organized, proactive, and detail-oriented
• Excellent calendar management and coordination
• Professional email and correspondence drafting

Responsibilities

• Manage Managing Partner/Director's daily calendar and schedule
• Prepare meeting agendas and circulate minutes of meetings (MoM)
• Draft and manage professional emails and correspondence
• Maintain an action tracker and follow up on open items
• Arrange domestic and international travel including flights, trains, hotels
• Maintain confidential documentation and records
• Prepare daily/weekly management updates and MIS
• Coordinate with various departments and external stakeholders
• Maintain confidentiality of sensitive information

Skills

Attention to detail

Time management

Communication

Education

Graduate degree

Tools

MS Excel

MS Word

MS PowerPoint

Outlook

Gmail

Google Drive

Job description

JOB DESCRIPTION: PERSONAL ASSISTANT

Position: Personal Assistant to Managing Partner

Department: Management / Administration

Reporting To: Managing Partner / Managing Director

Location: Bengaluru, Karnataka

Experience: 10+ years

Qualification: Graduate in any discipline

1. JOB SUMMARY

The Personal Assistant will provide comprehensive administrative, organizational, and coordination support to the Managing Partner. The role requires a highly organized, proactive, trustworthy, and detail-oriented individual who can manage the executive's calendar, meetings, correspondence, travel, documentation, follow-ups, reports, and day-to-day coordination. The PA will act as an important coordination link between the Management, employees, project teams, clients, consultants, vendors, banks, government authorities, and other external stakeholders.

2. KEY RESPONSIBILITIES

A. Calendar & Schedule Management

• Manage the Managing Partner/Director's daily calendar and schedule.
• Schedule meetings, appointments, calls, and video conferences.
• Prioritize meetings based on urgency and importance.
• Avoid scheduling conflicts and ensure timely reminders.
• Maintain a daily and weekly activity schedule.
• Coordinate changes to schedules at short notice.

B. Meetings & Coordination

• Coordinate internal and external meetings.
• Prepare meeting agendas and supporting documents.
• Arrange meeting rooms, presentations, and other requirements.
• Attend meetings when required and record key discussions/action points.
• Prepare and circulate Minutes of Meeting (MOM) where required.
• Maintain an Action Tracker and follow up with concerned persons until closure.
• Ensure important Management decisions are communicated to the relevant departments.

C. Correspondence & Communication

• Draft and manage professional emails, letters, notices, and other correspondence on behalf of Management.
• Review incoming communications and identify matters requiring Management's attention.
• Maintain an organized record of important correspondence.
• Coordinate communication between Management and internal/external stakeholders.
• Ensure confidential communications are handled appropriately.

D. Follow-up & Task Management

• Maintain a daily/weekly Management Action List.
• Follow up with department heads, project managers, finance, administration, procurement, and other teams on pending matters.
• Track important deadlines and commitments.
• Provide regular status updates to Management.
• Escalate delays or critical issues promptly.
• Ensure instructions from Management are followed through to completion.

E. Travel Management

• Arrange domestic and international travel as required.
• Coordinate:


• Flight bookings
• Train bookings
• Hotel accommodation
• Airport transfers
• Local transportation
• Travel itineraries


• Prepare detailed travel schedules.
• Coordinate travel changes and cancellations.
• Maintain travel records and supporting documents.
• Coordinate visas and travel documentation where required.

F. Documentation & Records

• Maintain confidential Management files and records.
• Organize digital and physical documents.
• Maintain important agreements, contracts, reports, correspondence, and Management records.
• Ensure documents are easily retrievable when required.
• Maintain appropriate file naming and folder structures.
• Ensure sensitive documents are securely stored.

G. Reports & MIS

Assist Management in preparing and maintaining:

• Daily/weekly Management updates
• Project status reports
• Pending action trackers
• Receivables and payment follow-up reports
• Financial summaries
• Meeting schedules
• Travel schedules
• Important deadline trackers
• Management MIS

H. Management Coordination

• Coordinate with Finance, Projects, Administration, Procurement, HR, and other departments on behalf of Management.
• Obtain required information and reports from department heads.
• Coordinate with clients, consultants, contractors, suppliers, banks, auditors, and other external parties as instructed.
• Assist Management in organizing important meetings and business discussions.
• Maintain professional relationships with key stakeholders.

I. Confidentiality & Information Management

• Maintain strict confidentiality of Management and Company information.
• Handle sensitive financial, commercial, contractual, employee, and business information responsibly.
• Restrict access to confidential documents and communications.
• Exercise discretion while handling Management's personal and professional matters.

3. COMPUTER & OFFICE SKILLS

The candidate should have good working knowledge of:

MS Excel

• Data entry and formatting
• Sorting and filtering
• SUM/SUMIF/SUMIFS
• VLOOKUP/XLOOKUP
• Pivot Tables
• Basic MIS preparation
• Trackers and dashboards

MS Word

• Professional letters
• Reports
• Meeting minutes
• Document formatting
• Tables and templates

MS PowerPoint

• Management presentations
• Project updates
• Business presentations

Email & Communication

• Outlook / Gmail
• Professional email drafting
• Calendar management
• Meeting invitations
• Email organization

Other

• Microsoft Teams / Zoom / Google Meet
• Google Drive / OneDrive
• PDF/document management
• ERP/CRM/HRMS exposure will be an advantage

4. SOFT SKILLS

The candidate should possess:

• Excellent verbal and written communication.
• Strong organizational and planning skills.
• Excellent follow-up and coordination skills.
• Good interpersonal skills.
• Strong time-management ability.
• Ability to prioritize tasks.
• High attention to detail.
• Proactive and responsible approach.
• Good problem-solving ability.
• Ability to work under pressure.
• Professional and presentable personality.
• Strong discretion and confidentiality.
• Ability to communicate with senior management and external stakeholders.
• Flexibility to handle changing priorities.
• High level of integrity and trustworthiness.

Compensation

CTC: Fixed Annual Renumeration of 5 to 7 Lakhs and variable component (Performance based Incentive) and commensurate with experience and capability.

The Company is willing to offer an attractive compensation package to the right candidate with proven experience in managing finance for a growing, project-based organization.

The most important qualities are: Trustworthiness, Communication & Attention to Detail.