Personal Assistant

Groupe Veritas · India

The Personal Assistant will provide comprehensive administrative, organizational, and coordination support to the Managing Director/Director. The role will be responsible for managing schedules, meetings, correspondence, travel arrangements, documentation, follow-ups, and confidential information. The PA will act as a key coordination point between the management and internal/external stakeholders, ensuring smooth execution of priorities and timely follow-up on important matters.

Key Responsibilities

1. Executive & Calendar Management

• Manage the Managing Director/Director's calendar, appointments, meetings, and commitments.
• Schedule and coordinate internal and external meetings.
• Prioritize appointments and ensure effective utilization of management's time.
• Maintain a daily/weekly schedule and provide reminders for important commitments.

2. Meeting & Follow-up Management

• Coordinate meetings with HODs, senior management, clients, vendors, consultants, and other stakeholders.
• Prepare meeting agendas, presentations, documents, and relevant information.
• Record and circulate Minutes of Meeting (MOM), wherever required.
• Track action points and follow up with concerned stakeholders to ensure timely closure.

3. Correspondence & Communication

• Draft, format, and proofread emails, letters, reports, presentations, and other official communications.
• Handle incoming and outgoing correspondence on behalf of management.
• Coordinate with internal departments and external stakeholders on management's instructions.
• Maintain professionalism and confidentiality in all communications.

4. Travel & Logistics Management

• Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and itineraries.
• Prepare detailed travel schedules and ensure all arrangements are completed in advance.
• Coordinate meetings and appointments during business travel.
• Maintain records of travel-related documents and expenses.

5. Documentation & MIS

• Prepare and maintain reports, presentations, MIS, trackers, and management dashboards as required.
• Organize and maintain important files, records, contracts, correspondence, and confidential documents.
• Ensure easy retrieval and proper documentation of management records.
• Assist in preparing presentations and business-related reports.

6. Management Coordination

• Coordinate with various departments on matters assigned by the Managing Director/Director.
• Follow up with HODs and senior executives on pending actions and deliverables.
• Ensure timely flow of information between management and relevant stakeholders.
• Support management in coordinating special projects and business initiatives.

7. Confidentiality & Discretion

• Handle confidential business, financial, employee, and management information with utmost discretion.
• Maintain strict confidentiality of sensitive documents and communications.
• Exercise sound judgment while handling confidential and high-priority matters.

8. Administrative Support

• Coordinate official events, conferences, business meetings, and management engagements.
• Manage visitor appointments and important external meetings.
• Maintain contact databases and important stakeholder information.
• Handle other administrative responsibilities assigned by management.

Key Competencies

• Excellent communication and interpersonal skills
• Strong organizational and time-management skills
• High level of confidentiality and discretion
• Strong follow-up and coordination skills
• Attention to detail
• Good written and verbal communication
• Proficiency in MS Office, Outlook, Excel and PowerPoint
• Ability to multitask and manage competing priorities
• Professional and presentable approach
• Strong stakeholder management skills
• Ability to work independently and under pressure