Personal Assistant - Estate

PERSONAL ASSISTANT (PA) – ESTATE DEPARTMENT

Position Overview

We are looking for a professional, organized and proactive Personal Assistant to provide administrative and coordination support to the Head – Estate Department and ensure smooth day-to-day functioning of Estate-related activities across the University.

Educational Qualification & Experience

Bachelor's degree in any discipline with minimum 5 years of relevant experience as a Personal Assistant, Executive Assistant or Secretary Experience in a university, educational institution, real estate, facilities or infrastructure environment will be preferred.

Key Responsibilities

• Manage the Head – Estate's calendar, meetings, appointments and daily schedules.
• Coordinate with Estate, Engineering, Maintenance, Security, Housekeeping and other University departments.
• Draft letters, emails, reports, presentations, notices and official communications.
• Maintain confidential records, files, documents and Estate-related correspondence.
• Coordinate meetings, prepare minutes and track action items and follow-ups.
• Follow up on maintenance, infrastructure, vendor and facility-related matters as directed.
• Coordinate with contractors, vendors and external stakeholders when required.
• Assist with reports, MIS, documentation and departmental reviews.
• Handle sensitive information with confidentiality and discretion.
• Undertake other administrative responsibilities assigned by the Head – Estate.

Required Skills

• Excellent communication and professional drafting skills.
• Fluency in English, Hindi and Gujarati is Mandatory.
• Preference will be given to local candidates of Vadodara.
• Proficiency in MS Word, Excel and PowerPoint is Mandatory
• Strong coordination, follow-up and time-management skills.
• Ability to multitask, prioritize and work independently.
• Strong confidentiality, discretion and attention to detail.