Personal Assistant

Key Roles & Responsibilities

1. Day-to-Day Meeting & Proprietor Support

• Attend day-to-day meetings with the Proprietor.

• Coordinate and schedule meetings with clients, employees, consultants, government officials, and other stakeholders.

• Prepare necessary documents and information required for meetings.

• Note important discussions, instructions, and action points during meetings.

• Follow up with concerned persons on tasks discussed during meetings.

• Provide regular updates to the Proprietor regarding pending matters.

2. Documentation & Record Management

• Prepare, organize, and maintain company and project-related documents.

• Maintain physical and digital files systematically.

• Prepare meeting notes, follow-up records, reports, and other documents.

3. Letter & Communication Preparation

• Draft and prepare professional official letters, emails, notices, applications, quotations, replies, and other correspondence as instructed by the Proprietor.

• Prepare letters for clients, government departments, consultants, employees, and other stakeholders.

• Review documents for basic spelling, formatting, and accuracy before submission.

• Maintain records of letters sent and received.

4. Follow-Up & Coordination

• Follow up on pending work, documents, approvals, submissions, and deadlines.

• Coordinate with employees, project teams, clients, consultants, vendors, and government departments.

• Obtain required documents and information from concerned persons.

• Maintain a daily follow-up list and provide status updates to the Proprietor.

5. Travel, Exploration & Project Visits – Mandatory

• Willingness and ability to travel is mandatory for this position.

• Travel to different locations for exploring new places, project sites, environmental sites, field locations, client locations, and other areas related to company activities.

• Accompany the Proprietor for project visits, site inspections, field visits, client meetings, departmental meetings, and official visits.

• Travel to different districts and locations as required for project-related and company activities.

• Assist the Proprietor during project and site visits.

• Coordinate travel schedules, transportation, accommodation, and meeting arrangements when required.

• Gather basic information, photographs, documents, and other details during project visits as instructed.

• The role may involve frequent travel and visiting locations that may be outside the regular office environment.

6. Client & Government Department Coordination

• Coordinate with clients regarding meetings, documents, and project requirements.

• Assist in communication and follow-up with government departments and other authorities.

• Attend official meetings or visits along with the Proprietor when required.

• Maintain records of departmental communications and follow-up activities.

7. Administrative Support

• Assist the Proprietor in day-to-day administrative activities.

• Manage appointments, schedules, reminders, and important dates.

• Handle phone calls, emails, and WhatsApp communications as instructed.

• Coordinate with office staff regarding assigned tasks.

• Assist in organizing meetings and office activities.

8. Confidentiality

• Maintain strict confidentiality of company, client, project, financial, and Proprietor-related information.

• Handle sensitive documents and communications responsibly.

• Do not disclose confidential company information to unauthorized persons.

Required Skills & Qualifications

• Fluent English communication is mandatory, both spoken and written.

• Good English communication and writing skills.

• Kannada communication skills would be an advantage.

• Good knowledge of MS Word, MS Excel, email, and document preparation.

• Excellent organizational and coordination skills.

• Good typing and documentation skills.

• Strong follow-up and time-management skills.

• Professional communication and telephone etiquette.

• Ability to attend meetings and communicate instructions effectively.

• Good interpersonal skills and professional appearance.

• Willingness and ability to travel frequently is mandatory.

• Comfortable travelling to different locations for exploration, project visits, site visits, meetings, and field activities.

• Flexible regarding working hours when meetings, travel, or official requirements demand it.

Preferred Candidate Profile

• Candidates with experience as a Personal Secretary, Personal Assistant, Executive Assistant, Secretary, Office Coordinator, or Administrative Assistant may be preferred.

• Candidates who are comfortable with frequent travel, exploration, project/site visits, meetings, documentation, letter preparation, and coordination with the Proprietor are encouraged to apply.

• Candidates with an interest in environment, forestry, wildlife, field projects, and outdoor activities may be preferred.

• Should be confident, presentable, active, responsible, well-organized, and willing to work in both office and field environments.