Executive Assistant/ Personal Assistant

ALL WAVE AV SYSTEMS PVT. LTD.

Lower Parel & Fort (Onlooker Building), Mumbai

www.allwaveav.com

Job Title: Executive & Personal Assistant (EA/PA) to CEO

Location: Fort / Lower Parel, Mumbai with occasional travel within Mumbai

Reporting to: Directors, All Wave AV Systems Pvt. Ltd.

Experience Required: 47 years in a similar EA/PA or senior administrative role

Employment Type: Full-Time, On-Site

About Allwave AV Systems

All Wave AV Systems Pvt. Ltd. is Indias leading audiovisual and unified communications integrator, with over 25 years of engineering excellence. Headquartered in Mumbai with offices across Pune, Bengaluru, Hyderabad, Chennai, NCR, and Kolkata, Allwave has successfully delivered more than 4,000 AV installations for enterprise, government, education, and hospitality clients across the country.

From boardrooms and command centres to auditoriums and hybrid collaboration spaces, Allwave designs, supplies, installs, and maintains standards-driven AV environments built for precision, reliability, and scale. The company is AVIXA-aligned, ISO 9000-process-driven, and home to a team of 95+ trained and certified professionals.

Our Global Affiliation: PSNI Global Alliance

Allwave is a proud Certified Solution Provider (CSP) of the PSNI Global Alliance the worlds largest and oldest network of AV and unified communications integrators, spanning over 200 offices in 60+ countries across 6 continents. PSNI membership is the premier credential in the AV industry, awarded only to integrators who meet the highest standards of technical expertise, process discipline, and customer satisfaction.

Through our PSNI affiliation, Allwave delivers seamless global AV deployments enabling multinational clients to work with a single trusted partner regardless of geography. This gives Allwave a truly international operating dimension, and the person in this role will occasionally support activities related to our global services and international project coordination.

Role Overview

This is a high-trust, dynamic role for someone who thrives in a fast-paced environment and genuinely enjoys being the organisational backbone of busy Directors. The role combines executive support managing schedules, communications, and strategic coordination with personal assistance across financial, administrative, and lifestyle matters.

We are not looking for someone purely clerical. The ideal candidate is proactive, solutions-oriented, and comfortable switching between corporate tasks and personal ones with equal professionalism. You will have a weekly 1-hour 1:1 with the Directors and will be one of the most trusted people in the organisation.

Key Responsibilities

1. Executive & Calendar Management

Manage the CEOs calendar, schedule meetings, and ensure the day runs smoothly and on time

Set up and coordinate Teams and Zoom calls, send invites, prepare agendas, and take detailed meeting notes or transcripts

Act as the first point of contact for communications WhatsApp, email, and calls triaging and responding where appropriate

Coordinate travel arrangements including flights, hotels, and ground transport for the Directors and staff as needed

Assist in the planning and coordination of company events, offsites, team gatherings, and client-facing occasions including logistics, venue, and vendor management

Facilitate the weekly 1-hour 1:1 session with the Directors, including agenda prep and follow-up tracking

2. Personal Finance & Banking

Assist with the CEOs personal banking and financial tasks including liaising with banks, handling demat account-related work, managing fixed deposits (including short-tenure FDs), and tracking investments

Handle paperwork, documentation, and follow-up for personal financial matters with discretion and accuracy

Maintain organised records of all personal financial transactions and correspondences

3. Company Finance Support

Work closely with the companys bankers and financial partners on routine banking matters

Assist with company-level demat, FD, and short-term finance transactions as directed

Support basic billing tasks and import-related documentation and coordination (estimated approximately 5 hours per month)

Occasionally follow up on outstanding payments from clients or vendors, coordinating with the accounts team as needed

4. Insurance & Documentation Management

Manage insurance portfolios for both the company (commercial policies, asset cover, liability) and the CEO personally (health, life, vehicle, etc.)

Track renewal dates, maintain policy documents, and liaise with brokers and insurers

Ensure all paperwork is filed accurately and renewed proactively no lapses

5. Administrative & Office Management

Handle utility bills, society-related correspondence, and other routine payments on behalf of the CEO

Manage minor office maintenance tasks and vendor coordination at the Lower Parel and Fort offices

Handle miscellaneous official and personal correspondences with appropriate tone and accuracy

Assist with import documentation and vendor coordination related to the companys procurement activities, as needed

6. Performance & Reporting Support

Pull and compile Performance Management Reports for the Directors team on a regular or as-needed basis

Maintain basic trackers, dashboards, or MIS summaries as directed

7. Technology & AI Tools

Proficient in Microsoft Teams and WhatsApp for daily coordination

Comfortable using AI tools for transcription, summarisation, basic research, and drafting

Able to handle meeting transcripts, action item logs, and basic prompt-based AI tasks independently

What Were Looking For

The right candidate is someone who brings energy, initiative, and warmth to the role not just efficiency. We value personality and attitude as much as skill.

Superb organisational skills you stay on top of multiple things simultaneously without dropping the ball

Strong written and spoken English you communicate clearly, professionally, and confidently

Good with numbers and basic math financial coordination tasks require comfort with figures

Attentive to detail errors in finance, documentation, or communications are not acceptable in this role

Eager, positive, and adaptable no two days are the same, and you embrace that

Quick learner able to pick up new tools, processes, and contexts rapidly without needing hand-holding

Proactive, not passive you anticipate needs rather than wait to be told

Pleasant and easy to work with low drama, high reliability, good humour

A team player at heart approachable, collaborative, and genuinely eager to serve those around them

Discreet and trustworthy you handle sensitive personal and financial information with complete confidentiality

Willing to travel within Mumbai to external stakeholders bankers, insurers, and other service providers as needed

Tools & Skills

Microsoft Teams, Zoom daily use

WhatsApp Business for coordination and follow-ups

MS Office (Word, Excel, PowerPoint, Outlook)

AI tools for transcription and summarisation (ChatGPT, Copilot, or similar)

Basic familiarity with banking portals, demat platforms, and insurance portals is a plus

Work Setup

Primary base across our Fort (14/A Onlooker Building, Sir Pherozeshah Mehta Road) and Lower Parel (Shah & Nahar Industrial Estate) offices. Occasional inter-office travel between the two locations is expected as part of the role.

The role also requires willingness to travel to external stakeholders within Mumbai as needed for example, visiting bankers, insurers, or other service providers. Travel will be coordinated in advance and is not expected to be frequent.

This is a role for someone who wants to be genuinely close to the action supporting a growing, globally affiliated AV company from the inside out. If you are organised, sharp, warm, and ready to take ownership, we want to hear from you.