Personal Assistant

PeopleStrong; Hinoba-an; On-site; PHP 350,000 - 550,000; Full time

Job summary

DEIC-L&T Precision Engineering & Systems IC is seeking an experienced executive assistant to coordinate the leader's calendar, travel, and governance activities across multiple businesses.

The role requires 4-6 years of secretarial experience, a Master’s in HRM, and the ability to manage complex schedules, communications, and confidential information. The position involves extensive coordination with business heads, customers, and leadership teams.

Qualifications

• Secretarial support and coordination skills.
• Strong organizational and calendar management abilities.
• High communication and stakeholder management skills.

Responsibilities

• Coordinate executive calendar, meetings, and travel arrangements.
• Prepare agendas, briefs, and meeting materials for leadership reviews.
• Screen emails and requests; prioritize executive attention items.
• Manage domestic and international travel logistics and itineraries.
• Coordinate with business heads, customers, and corporate functions.
• Ensure confidentiality and governance in handling sensitive materials.
• Track actions and follow up to ensure timely closure of decisions.
• Maintain organized records and filing systems, both physical and digital.
• Support leadership communications and engagement activities.
• Coordinate visits of customers, senior leaders, government officials, and partners.
• Provide briefing notes and background information for meetings.
• Act as trusted advisor to the leader’s office and assist decision-making.

Skills

Secretarial

Education

Masters in HR Management (MHRM)

Job description

• DEIC-L&T Precision Engineering & Systems IC
• L&T Innovation Campus, Powai

Posted On 05 Sep 2026

End Date 04 Mar 2027

Required Experience 4 - 6 years

Skills

Knowledge & Posting Location

Secretarial

Masters in Human Resource Management (MHRM)

Job Description

The position functions as an coordinator and support partner to the leader as and when the situation demands.

Kindly find below a comprehensive list of roles and responsibilities:

1. Executive Calendar and Time Management

• Manage the leader's complex and dynamic calendar across multiple businesses.
• Prioritize meetings based on strategic importance, business impact, and urgency.
• Coordinate internal reviews, customer meetings, board discussions, leadership interactions, and external engagements.
• Eliminate scheduling conflicts and ensure optimal utilization of the leader’s time.
• Anticipate travel schedules, review cycles, and critical business events.

2. Meeting Coordination and Governance

• Schedule and coordinate- Leadership reviews
• Business unit reviews
• Board and governance meetings
• Strategy discussions
• Employee interactions

• Prepare agendas, pre-meeting briefs, and supporting documents.
• Capture action items and ensure follow-up with stakeholders.
• Track commitments and monitor closure of actions.

3. Communication Management

• Screen emails, calls, and meeting requests.
• Prioritize communications requiring executive attention.
• Draft and review- Business correspondence
• Leadership communications
• Customer communications
• Internal announcements
• Meeting requests and follow-ups

• Represent the leader's office professionally with internal and external stakeholders.

4. Travel and Logistics Management

• Coordinate domestic and international travel.
• Manage flight bookings, hotel reservations, local transportation, and itineraries.
• Ensure visa, travel documents, and expense requirements are met.
• Handle last-minute changes and contingencies.
• Coordinate airport pickups, visitor access, and meeting logistics.

5. Stakeholder Coordination

• Act as the single point of contact for Business heads, Customers, Corporate functions, External partners, Leadership teams.
• Coordinate between various businesses and locations.

6. Board and Leadership Support

• Coordinate approvals and document circulation.
• Maintain confidentiality of sensitive materials.

7. Project and Action Tracking

• Track commitments made during meetings.
• Follow up with business heads and functional teams.
• Escalate delays where required.

8. Confidentiality and Governance

• Maintain strict confidentiality.
• Ensure compliance with company policies and data protection requirements.

9. Office and Administrative Management

• Maintain organized physical and digital records.
• Manage documentation and filing systems.
• Coordinate office resources and support services.
• Ensure smooth functioning of the office.

10. Employee and Leadership Engagement

• Coordinate employee roundtables.
• Support leadership communication initiatives.
• Facilitate interactions between leadership and employees.

11. Visitor and Protocol Management

• Coordinate visits of – Customers, Senior leaders, Government officials, Industry partners.
• Arrange access permissions, hospitality, meeting rooms, and logistics.
• Manage protocol requirements for senior visitors.

12. Strategic Support

• Provide background information and briefing notes before meetings.
• Maintain awareness of key business priorities.
• Act as a trusted advisor to the leader’s office.
• Support decision-making by ensuring timely availability of information.

Ensure the overall smooth functioning of the office activities both operational and administrative.