Parsi Dairy Farm
Website:
parsidairyfarm.com
Job details:
Personal Assistant to the Chairman
Department: Chairman’s Office
Reporting To: Chairman
Location: Mumbai
Experience: 1 to 3 years preferred
Job Purpose
The Personal Assistant to the Chairman will be responsible for providing comprehensive professional and personal support to the Chairman, ensuring that his day-to-day requirements, appointments, travel, purchases, documentation, projects and personal commitments are efficiently planned and executed.
The role requires a highly organized, proactive and trustworthy individual who can take ownership of tasks from instruction to completion, coordinate with multiple internal teams and external vendors, conduct market research, follow up on projects and ensure that nothing requiring the Chairman's attention is missed.
The person will also support the Chairman's family travel, personal functions, family requirements and special events, coordinating with vendors and service providers as required.
KEY RESPONSIBILITIES
1. Chairman's Daily Schedule & Calendar Management
- Manage and maintain the Chairman's daily calendar, meetings, appointments and commitments.
- Plan and coordinate meetings with internal teams, customers, suppliers, consultants, vendors and other external parties.
- Ensure the Chairman is provided with all relevant information, documents and background before meetings.
- Follow up on pending matters and commitments arising from meetings.
- Prioritize appointments and activities based on urgency and importance.
- Coordinate changes to the schedule and ensure smooth movement between meetings and commitments.
- Maintain a daily/weekly task list for the Chairman and ensure important follow-ups are completed.
2. Travel Management – Business & Personal
- Manage all domestic and international travel arrangements for the Chairman.
- Coordinate:
- Flights
- Hotels
- Airport transfers
- Cars and drivers
- Visas and travel documentation
- Travel itineraries
- Special travel requirements
- Prepare detailed travel schedules and ensure all bookings and arrangements are confirmed in advance.
- Coordinate travel for the Chairman's family whenever required.
- Handle last-minute changes, cancellations and emergency travel requirements efficiently.
3. Personal Purchases & Requirements
- Handle the Chairman's day-to-day personal purchasing requirements.
- Identify suitable products, suppliers and vendors based on quality, price and availability.
- Obtain quotations, compare options and coordinate purchases after approval.
- Follow up on delivery, installation, repairs, replacements and servicing.
- Maintain records of regular vendors and frequently purchased items.
- Ensure personal requirements are completed within the required timeline without repeated follow-up from the Chairman.
Private Property & Estate Management – Key Responsibilities
- Coordinate and oversee the day-to-day requirements and maintenance activities of the Chairman’s private properties.
- Act as the single point of coordination for all property-related requirements and report updates directly to the Chairman.
- Identify and coordinate with reliable vendors, contractors, technicians, service providers and maintenance agencies for various property requirements.
- Obtain multiple quotations and comparative estimates for repairs, maintenance, machinery, equipment, installations and other property-related purchases.
- Conduct market research to identify suitable machinery, equipment, materials and service providers based on quality, pricing and reliability.
- Prepare comparative statements of quotations, highlighting pricing, specifications, warranty, service support and other relevant factors for the Chairman’s review and approval.
- Follow up with vendors and contractors to ensure that approved work is completed on time and as per the required standards.
- Coordinate procurement and delivery of materials, equipment, furniture, fixtures and other items required for the properties.
- Ensure proper documentation, bills, invoices, estimates and payment-related information are collected and submitted for approval. Escalate important issues, unexpected expenses or urgent maintenance requirements to the Chairman promptly.
- Coordinate with property staff, caretakers, security personnel and other support staff to ensure the smooth functioning of the properties.
- Assist the Chairman in planning and budgeting for major repairs, renovations, upgrades and capital expenditure.
- Ensure that all property-related work is handled with confidentiality, discretion, cost consciousness and attention to detail.
- Provide the Chairman with regular concise updates and status reports on all private property-related matters.
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