Personal assistant

Location : Bengaluru

Department : Family Office

Reporting To : Family / Family Office Head

Job Brief

We are seeking a highly responsible and organized Personal Secretary to support a leading family office setup in Bengaluru. The ideal candidate will provide personalized secretarial and administrative support in a well-organized and timely manner. You will serve as a key point of contact between the family and internal / external stakeholders, managing a wide variety of personal and professional tasks.

Key Responsibilities

1. Communication & Liaison

Act as the primary point of contact between the family and the family office.

Liaise with internal staff, external clients, vendors and service providers.

Handle all personal and official work as required by family members.

2. Calendar & Schedule Management

Manage calendars for all four family members, including meetings, appointments and events.

Prioritize and coordinate tasks and schedules effectively.

Fix appointments and send reminders as necessary.

3. Travel & Event Coordination

Arrange travel, visas, accommodations and itineraries.

Occasionally accompany family members on trips to assist during meetings and presentations.

Coordinate and support the organization of personal and corporate events.

4. Documentation & Records

Maintain and keep track of personal documents (PAN, Aadhaar, passport, vehicle documents, etc.).

Ensure timely renewal of documents such as insurance, driving license, digital signature, FASTag, etc.

Maintain a structured filing system (both digital and physical).

Keep an up-to-date emergency contact list and all relevant contact numbers.

5. Meeting Support

Attend confidential meetings and provide accurate transcription or minutes.

Draft and circulate minutes of meetings and follow up with relevant stakeholders on action points.

6. Administrative Support

Prepare reports, presentations and briefs as required.

Draft speeches or notes and compile background information for meetings.

Maintain confidentiality and handle sensitive information with discretion.

7. Household & Staff Coordination

Monitor security and housekeeping arrangements at family residences.

Coordinate with drivers and arrange for vehicles as per requirements.

Collaborate with office staff and members for seamless operations.

Desired Candidate Profile

Proven experience of 5 + years as a personal assistant, executive secretary, or similar role.

Strong organizational and time management skills.

Excellent verbal and written communication.

High level of discretion and confidentiality.

Tech-savvy with proficiency in MS Office and calendar management tools.

Ability to multitask and adapt in a dynamic environment.