Personal Assistant / Personal Secretary To the Managing Director

ICON TURNKEY VENTURES LLP

POSITION: PERSONAL ASSISTANT / PERSONAL SECRETARY TO THE MD

Executive Support | Office of the Managing Director | Pune-PCMC Reports to: Managing Director (exclusively) | Works closely with: COO, Head-BD, VP-BD, Finance, Legal |

THE ROLE
The Personal Assistant / Personal Secretary to the Managing Director at ICON Turnkey Ventures LLP is one of the most trusted positions in the organisation. The MD is the face of ICON to clients, banks, government bodies, industry associations, and strategic partners and is simultaneously driving the company from 20-25 Crore toward 100 Crore+ by FY 2028-29. The PA/PS is the person who ensures none of that falls through the cracks.

This role exists to multiply the MD's effectiveness by protecting their time, managing their information flow, coordinating their commitments, and ensuring that every interaction the MD has is well-prepared, well-documented, and well- followed up. The MD should never walk into a meeting unprepared, miss a deadline, or waste time on tasks that can be owned by this role.
The standard for this role in one line: The MD's calendar, correspondence, commitments, and priorities are managed so completely and proactively that the MD's first question in the morning is never 'what do I have today?' because the answer is already on their desk, their phone, and their mind before they ask.

Zero
Missed Deadlines or Appointments

24 Hrs
Correspondence

Turnaround
100%

Strict
Confidentiality Standard

MD+1
One Step Ahead At All Times

Meeting Prep
Completed in Advance

KEY RESPONSIBILITIES & ROLES
1. Calendar & Schedule Management
Own the MD's calendar completely schedule, reschedule, and protect meetings with clients, banks, government bodies, partners, and internal stakeholders. The MD's time is ICON's most valuable resource; this role is the gatekeeper.
Maintain a daily briefing sheet for the MD prepared before 8:30 AM every working day listing the day's meetings (with names, context, and objectives), key deadlines, pending decisions awaiting the MD, and any correspondence requiring the MD's attention.
Anticipate scheduling conflicts and resolve them proactively before the MD is asked. A scheduling clash that reaches the MD is a failure of this role.
Plan and coordinate the MD's travel client visits across Pune-PCMC belt, Mumbai-MMR, and outstation booking transport, accommodation, and meeting logistics in advance. Prepare a travel itinerary document for every outstation trip.
Manage recurring commitments weekly pipeline reviews, monthly bank meetings, quarterly board reviews, and industry association events ensuring these are diarised, reminders set, and preparation materials ready in advance.
2. Correspondence & Communication Management
Screen, prioritise, and manage the MD's email inbox and physical correspondence categorising by urgency and importance, drafting responses for MD review, and routing non-MD items to the COO, BD team, or relevant function.
Draft professional correspondence on behalf of the MD letters to clients, banks, government authorities, legal firms, and industry bodies in precise, formal English and Marathi as required. Every outgoing letter reflects ICON's professional standard.

Prepare MOM (Minutes of Meeting) for all meetings attended by the MD issued within 24 hours of the meeting to all relevant parties, with action items, owners, and deadlines clearly listed.
Follow up on action items from MD meetings tracking who owes what by when, chasing overdue items, and presenting a weekly action tracker to the MD every Monday morning.
Manage the MD's WhatsApp and phone communication support where requested, filter, summarise, and draft responses for high-volume communication during busy periods (board reviews, major bid submissions, banking meetings).
3. Meeting Preparation & Coordination
Prepare a briefing document before every significant MD meeting client background, meeting objective, key discussion points, relevant project history, and any open commercial or relationship items. The MD should never need to ask 'who is this person?' before a meeting.
Arrange all meeting logistics conference room booking, AV setup, tea/coffee/refreshments, printed materials, and visitor reception. Every meeting at ICON's office must run without a logistical failure.
Coordinate pre-meeting inputs from the COO, Head-BD, or Project Managers when the meeting requires technical or commercial context ensuring all information reaches the MD at least 1 hour before the meeting.
Prepare presentation materials, data summaries, and briefing packs for the MD's external presentations board meetings, bank presentations, client capability presentations, and industry forums in coordination with the relevant function head.
4. Document Management & Filing
Maintain a structured document management system for the MD's office contracts, board resolutions, banking documents, legal correspondence, statutory filings, company registration documents, and key agreements both physical and digital, filed systematically and retrievable within minutes.
Track document expiry dates and renewal requirements company registrations, trade licences, ISO certificates, insurance policies, bank guarantee expiry dates, and power of attorney documents. Alert the MD and COO 60 days before any expiry.
Manage all incoming and outgoing couriers, legal notices, regulatory correspondence, and stamped documents
logging every item with the date received, sender, and action taken.
Maintain confidential files board minutes, MD's personal documents, key contracts, and banking
correspondence in a secure, access-controlled system.
5. Liaison & Coordination
Act as the first point of contact for all visitors, callers, and correspondents seeking the MD screening professionally, gathering context, and routing appropriately. Every person who contacts the MD through this role should feel they have been treated with courtesy and professionalism.
Coordinate internally with the COO, Head-BD, Project Managers, Finance, and HR on action items, information requests, and approvals flowing to and from the MD ensuring nothing sits in transit and every request has a response timeline.
Liaise with external parties bank relationship managers, legal retainers, CAs, government departments, client representatives, and courier services on behalf of the MD, with complete professionalism and discretion.
Coordinate MD's participation in industry events, CII/CIDC meetings, chamber of commerce events, and networking forums registration, logistics, preparation materials, and follow-up actions.
6. Office Administration for the MD's Office
Manage procurement of stationery, printing, and office supplies for the MD's office maintaining stock, placing orders, and ensuring nothing runs out.
Process MD's expense claims, travel reimbursements, and vendor invoices coordinating with Finance for timely processing and maintaining records for audit purposes.
Arrange visa applications, passport renewals, and travel documentation for MD's international travel coordinating with the relevant embassy or travel agency well in advance.
Manage petty cash for the MD's office maintaining a cash register, obtaining receipts, and submitting for replenishment on schedule.
7. Confidentiality & Discretion
Handle all information relating to the MD's office, ICON's business strategy, client relationships, financial position, and personnel matters with absolute confidentiality at all times, including outside working hours.
Exercise professional judgement in what is communicated, to whom, and when. The PA/PS will regularly have access to commercially sensitive, legally privileged, and personally private information discretion is not a policy, it is a character requirement for this role.
Sign and adhere to ICON's Non-Disclosure Agreement on joining. Any breach of confidentiality is grounds for immediate termination.

PERFORMANCE KPIs
1. Daily Briefing Sheet - Prepared and delivered to MD by 8:30 AM every working day zero misses
2. MOM Turnaround - 100% of MD meetings minuted and distributed within 24 hours
3. Action Item Follow-Up -Weekly action tracker presented to MD every Monday; zero overdue items older than 7 days without a documented reason Calendar Conflicts
4. Calendar Conflicts-Zero scheduling conflicts that reach the MD without prior resolution
5.Document Expiry Alerts -100% of expiring documents flagged to MD and COO at least 60 days in advance
6.Correspondence Turnaround -All correspondence requiring MD response drafted and presented within 24 hours of receipt
7. Meeting Preparation - 100% of significant external meetings have a briefing document prepared at least 1 hour in advance
8. Visitor & Caller Management -00% of visitors and callers handled professionally no complaint from a client, bank, or partner about inaccessibility or poor response
9.Confidentiality - Zero confidentiality breaches absolute standard, not a KPI range
10.Expense Processing -MD's expense claims submitted to Finance within 5 working days of the expense never accumulate for month-end

QUALIFICATIONS & EXPERIENCE
Essential
48 years of experience as a Personal Assistant, Executive Secretary, or Executive Assistant supporting a senior
business leader (MD, CEO, Director, or equivalent) in a professional business environment.

Exceptional written English ability to draft business letters, formal correspondence, MOM, and briefing
documents independently, without requiring MD-level editing. Every document that leaves the MD's office must be
professional and error-free.
Fluent spoken English and Marathi confident in professional telephone and in-person communication with
clients, bankers, government officials, and C-suite visitors.
Advanced proficiency in MS Office Word (letters, reports, document formatting), Excel (trackers, action logs,
expense registers), and PowerPoint (presentation formatting, briefing packs). Must be able to format a professional
presentation without design support.
Proven calendar management experience managing a complex, frequently-changing schedule for a senior
executive with multiple concurrent priorities.
Demonstrated discretion and confidentiality track record references will be specifically asked about this.
Strongly Preferred
Prior experience as PA/PS in an EPC, construction, manufacturing, or industrial company familiarity with the
sector's terminology, document types (BOQs, contracts, bank guarantees, RA bills), and stakeholder landscape.
Experience managing correspondence with banks, legal firms, and government bodies knowledge of formal
letter formats for banking, regulatory, and statutory communication.
Shorthand or speed-writing proficiency for accurate MOM in fast-paced meetings.
Experience managing an executive's travel across India booking, itinerary preparation, and post-travel expense
processing.
Hindi proficiency useful for communication with vendors, site staff, and government offices.
Personal Attributes Non-Negotiable
Absolute discretion this role is privy to ICON's most sensitive commercial, financial, and strategic information.
Discretion is a character requirement, not a skill.

Proactive over reactive the PA/PS anticipates what the MD will need before being asked. 'Waiting for
instructions' is not the standard.
Calm under pressure the MD's schedule will change at short notice, priorities will shift, and crises will arise. The
PA/PS maintains composure and finds solutions, not reasons why something cannot be done.
Impeccable personal presentation as the first point of contact for clients, bankers, and government visitors at
ICON, the PA/PS represents the organisation.
Reliability the MD must be able to depend on this role completely.

A commitment made by the PA/PS on the
MD's behalf is kept.
WHAT SUCCESS LOOKS LIKE 30 / 60 / 90 DAYS
Milestone
Day 30
Deliverable / Outcome
MD's calendar fully under control. Daily briefing sheet running without fail.
All key contacts (clients, banks, legal, CA) logged with details. Document
management system audited and gaps identified.
Day 60
Day 90
Document expiry tracker live. Action item follow-up running weekly. All
existing correspondence files organised and retrievable. First major external
meeting (bank, client, or board) coordinated and minuted independently.
MD's office running smoothly with no administrative gaps. All document
expirees alerted. MD's travel planning handled independently. Expense
processing on schedule. MD's feedback: 'I no longer think about
administrative tasks.'
Month 6
Year 1
Full command of ICON's key relationships who the clients are, who the bankers are, who the lawyers are. Proactively anticipating MD's needs for the week ahead. Zero missed deadlines since joining.

Trusted completely by the MD with correspondence, scheduling, and
sensitive documents. Recognised by COO and BD team as the reliable
interface to the MD's office. Has managed at least one complex multi-party event (board review, bank presentation, or major client visit) without prompting.

CULTURE & VALUES FIT
The PA/PS to the MD at ICON is not an administrative resource they are an extension of the MD's professional
presence. When they speak, correspond, or act on the MD's behalf, they are ICON.
One step ahead preparing for tomorrow's needs today.
Invisible when things go right, indispensable when something goes wrong.
Loyal to the organisation and the role not a gossip, not a commentator on internal politics.
A problem solver, not a problem reporter 'here is the issue and here is what I've already done about it.'
Professional in all external interactions the bank manager, the client's secretary, and the government officer all
receive the same courteous, prepared, and prompt response.
What we are not looking for: A candidate who waits to be told what to do. Someone who treats MOM as an optional
courtesy. A candidate who cannot draft a professional letter without a template. Someone who shares internal
information casually or considers confidentiality to be 'mostly' maintained. A candidate who treats administrative
tasks as beneath their professional ambitions.

HOW TO APPLY

Describe a situation where your MD or senior executive was about to miss a critical deadline or commitment and you caught it and resolved it before they were aware of the problem. What did you do, and what would have happened if you hadn't?

How do you currently manage your executive's calendar when multiple urgent requests arrive simultaneously and
the schedule is already full? Walk us through your process.

Describe the most sensitive information you have handled in your current or previous role. Without disclosing the
content, describe how you managed confidentiality practically and professionally.

Email: [Email Address] | Subject: PA/PS to MD Application [Name] [Current Organisation]

Shortlisted candidates will be given a practical exercise at interview: draft a formal business letter from a brief, prepare a meeting briefing document from provided notes, and demonstrate calendar management under a scenario involving conflicting priorities. The interview will include a reference check specifically addressing confidentiality and reliability.

Send CV and a covering note (150-250 words) to: hr@groupicon.co.in