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.