Job Description
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: 4–7 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 India’s 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 world’s 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 CEO’s 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 CEO’s 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 company’s 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 company’s 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 We’re 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.
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: 4–7 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 India’s 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 world’s 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 CEO’s 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 CEO’s 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 company’s 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 company’s 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 We’re 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.
💡 Quick Summary
Seeking a career-building opportunity? The Executive Assistant/ Personal Assistant position is now open for candidates interested in the Media & Communication sector. This role in Mumbai offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Media & Communication is a plus.
