Personal Assistant

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: • 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. • Meeting Coordination and Governance • Schedule and coordinate- Leadership reviews Business unit reviews Customer meetings 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. • 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. • 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. • 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. • Board and Leadership Support • Coordinate approvals and document circulation. • Maintain confidentiality of sensitive materials. • Project and Action Tracking • Monitor key deliverables across businesses. • Track commitments made during meetings. • Follow up with business heads and functional teams. • Escalate delays where required. • Confidentiality and Governance • Handle sensitive: HR matters, Financial information, Strategic discussions, Customer matters, Organizational decisions. • Maintain strict confidentiality. • Ensure compliance with company policies and data protection requirements. • 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. • Employee and Leadership Engagement • Coordinate employee roundtables. • Support leadership communication initiatives. • Facilitate interactions between leadership and employees. • 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. • Strategic Support • Provide background information and briefing notes before meetings. • Anticipate information requirements. • 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.