Personal Assistant

Senior Secretary / Personal Assistant (PA) to the Managing Director

Industry: Interior Design & Contracting

Reports To: Managing Directors (MD)

Job Type: Full-time (Office-based with site visits)

Salary: Competitive; commensurate with experience and skill set

Job Purpose:

The Senior Secretary/Personal Assistant provides comprehensive administrative, financial, and operational support to the Managing Director. This high-responsibility role serves as the key liaison between project sites, clients, vendors, and the executive office. It requires a seasoned, highly educated professional with strong commercial acumen and multitasking capabilities.

Key Responsibilities

1. Financial & Commercial Support

• Cost Estimations: Assist the MD in preparing project cost estimations, material take-offs, and client quotations.
• Vendor Bill Management: Receive, verify, process, and track vendor and subcontractor bills.
• Tally System Management: Maintain accurate financial records, project expenses, and vouchers using Tally.
• Advanced Excel Tracking: Design and update complex MS Excel spreadsheets to track project budgets, cash flows, and material procurement costs.

2. Communication & Coordination

• Internal Liaison: Act as the central hub for communication between site engineers, designers, project managers, and the MD.
• Task Follow-up: Track daily progress updates from project teams, bridging communication gaps to brief the MD daily.
• Client Interface: Professionally handle executive-level client communications, inquiries, and follow-ups.

3. Meeting & Schedule Management

• Calendar Management: Maintain and optimize the MD’s daily calendar and site-visit schedules.
• Client & Vendor Meetings: Coordinate, schedule, and send invites for client design presentations and vendor negotiation meetings.

4. Site Visits & Field Work

• Site Inspections: Accompany the MD or visit project sites independently as required to check progress, collect documentation, or verify site data.
• Labor Coordination: Resolve minor administrative and communication issues directly with the on-site execution team.

Required Skills and Qualifications

• Experience: Minimum 7–10 years of proven experience as an Executive Assistant, Personal Assistant, or Senior Secretary (experience in construction, architecture, or interior contracting is highly preferred).
• Education: Excellent educational background (Graduate/Post-Graduate degree in Commerce, Business Administration, or a related discipline).
• Language Proficiency: Superior command over spoken and written English. High proficiency in Hindi and Kannada is required to effectively manage site staff, laborers, and local vendors.
• Advanced MS Excel: Exceptional skill in Excel formulas, data filtering, tracking sheets, and reporting.
• Tally Software: Hands-on experience and comfort level using Tally for data entry and accounting workflows.
• Mobility: Willingness and ability to travel to local project sites based on business requirements.

Personal Attributes

• Growth Mindset & Agility: Strong willingness to quickly learn company-specific contracting workflows, material types, and technical terminology.
• Leadership & Organization: Highly organized, mature professional capable of multitasking and prioritizing tasks under tight project deadlines without supervision.