Personal Secretary / Assistant To Managing Partner (Dadar)

Overview: We are seeking a highly organized, discreet, and proactive Personal Secretary / Assistant to manage day-to-day administrative, operational, and coordination tasks for the Principal. This role is critical in ensuring time efficiency, smooth execution, and seamless communication across professional and personal priorities. The ideal candidate functions as a trusted right hand, capable of independently managing routine work, anticipating requirements, and ensuring follow-through without constant supervision.

Key Responsibilities: 1. Calendar & Schedule Management
* Manage and optimize the partner's calendar across business and personal commitments
* Schedule meetings, calls, and appointments with appropriate buffers
* Coordinate across multiple time zones when required
* Share daily agendas and weekly schedule summaries
* Proactively flag conflicts and priority clashes

2. Communication Management
* Monitor and manage email accounts and messaging platforms
* Draft qualified responses for approval or send routine communications independently
* Screen and prioritize incoming calls and messages
* Coordinate follow-ups and maintain communication logs
* Act as the first point of contact for external stakeholders when appropriate

3. Task & Follow-Up Management
* Maintain structured task trackers (daily / weekly / monthly)
* Track commitments made by internal teams, vendors, consultants, and partners
* Ensure timely follow-ups and closure of action items
* Escalate delays or issues proactively

4. Documentation & File Management
* Maintain organized digital filing systems (legal, financial, contracts, HR, personal)
* Prepare basic drafts of emails, letters, agreements, and notes
* Manage document version control and approvals
* Coordinate printing, scanning, signing, and archiving of documents

5. Administrative & Finance Coordination
* Track invoices, payments, renewals, and subscriptions
* Coordinate with accounts, legal, and compliance teams
* Maintain expense records and summary reports
* Handle routine bank and vendor follow-ups (non-strategic)

6. Travel & Logistics
* Plan and book travel (flights, hotels, ground transport)
* Prepare detailed travel itineraries
* Coordinate visa documentation where required
* Schedule meetings and logistics during travel periods

7. Personal & Household Support
* Manage personal appointments and reminders *Coordinate household vendors and services
* Assist with event planning and gift coordination *Track personal bill payments and renewals

8. Reporting & Updates
* Provide daily status updates on pending and urgent matters
* Prepare weekly summaries of tasks, follow-ups, and priorities
* Maintain a basic decision and reference log for continuity Apply on Kit Job: kitjob.in/job/4lnvsb