Career

Job Title: Personal Secretary to CEO

Job Code: 20260707Administration11

Company: VPA India | www.decarbonisation.expert

Location: Vadodara, Gujarat, India (In-Person)

Reports to: Vijay Patel, CEO

Job Type: Part-Time / Contract / Temporary / Freelance / Internship / Student Job / Volunteer (Fresh graduates from any education stream are welcome to apply)

Expected Hours: 7 to 14 hours per week

Contract Duration: 6 to 12 months

Note: Female candidates are encouraged to apply.

About VPA India

VPA India is a decarbonisation consultancy founded in 1997, with 30 years of expertise in carbon credits, corporate sustainability reporting (BRSR/ESG), GHG accounting, and biodiversity and nature credits. Operating from Vadodara, Gujarat, VPA India serves clients globally across all industry sectors. The firm is led by Vijay Patel, CEO, who holds international academic credentials from Brandenburg Technical University, Germany and the University of Wisconsin-Milwaukee, USA, and brings prior experience as a Lead Auditor at SGS SA, a designated DOE/VVB for carbon credit validation and verification.

Role Summary

The Personal Secretary to CEO will provide comprehensive administrative, organisational, and communication support to the CEO on a part-time basis (7–14 hours per week). This role is ideal for a motivated individual who thrives in a dynamic, knowledge-driven environment and is eager to gain exposure to the growing fields of carbon markets, ESG advisory, and sustainability consulting. The position offers flexibility in working arrangements with a combination of in-person presence in Vadodara and flexible/remote working as mutually agreed.

Key Responsibilities

Calendar and Schedule Management: Manage the CEO's daily calendar, schedule appointments, coordinate meetings with clients, partners, and internal stakeholders, and send timely reminders for upcoming commitments and deadlines.

Communication Management: Screen, prioritise, and respond to emails, phone calls, and messages on behalf of the CEO. Draft, proofread, and format professional correspondence, including client emails, cover letters, and follow-up communications.

Document Preparation and Management: Assist in preparing, formatting, and organising business documents such as proposals, quotations, engagement letters, presentations, and reports. Maintain an organised digital filing system for client files, project records, and business development materials.

Meeting Coordination: Arrange virtual and in-person meetings, prepare agendas, take meeting minutes, and track action items to completion. Coordinate with clients and external parties for scheduling.

Travel and Logistics: Plan and coordinate domestic and international travel arrangements, including bookings, itineraries, visa documentation, and expense tracking.

Client Relationship Support: Serve as a first point of contact for client enquiries, maintain client contact databases, and assist with follow-up communications to ensure timely responses and professional client engagement.

Research and Information Gathering: Conduct basic research on topics as directed by the CEO, including market trends, regulatory updates, event opportunities, and potential client or partnership leads.

Data Entry and Record Keeping: Maintain and update project trackers, client engagement records, business development pipelines, and other operational databases as required.

Social Media and Online Presence Support: Assist with scheduling and posting content on VPA India's professional social media channels (LinkedIn, website updates) as directed by the CEO.

Confidentiality and Discretion: Handle sensitive business information, client details, and proprietary documents with the highest level of confidentiality and professional discretion.

General Administrative Support: Perform any other administrative tasks as assigned by the CEO to support the smooth functioning of VPA India's business operations.

Qualifications and Requirements

Education: Graduate or final-year student from any education stream (Commerce, Arts, Science, Management, Environmental Studies, or any other discipline). Fresh graduates are encouraged to apply.

Experience: No prior experience required. Candidates with any administrative, secretarial, or office support experience will have an advantage.

Language Skills: Proficiency in English (written and spoken) is essential. Knowledge of Hindi and/or Gujarati is an advantage.

Computer Skills: Working knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook) and Google Workspace (Docs, Sheets, Gmail, Calendar, Drive). Familiarity with virtual meeting platforms (Zoom, Google Meet, Microsoft Teams).

Communication: Strong written and verbal communication skills with ability to draft professional correspondence.

Organisational Skills: Excellent time management, ability to prioritise tasks, meet deadlines, and manage multiple assignments simultaneously.

Attention to Detail: Accuracy in document preparation, data entry, and proofreading.

Interpersonal Skills: Professional demeanour, courteous attitude, and ability to interact confidently with clients and stakeholders at all levels.

Technology Aptitude: Willingness to learn and use digital tools, AI-powered productivity tools, and document management systems.

Adaptability: Ability to work independently with minimal supervision, while remaining responsive and proactive.

Location: Must be based in or willing to commute to Vadodara, Gujarat, India for in-person working days as required.

Desirable (Not Mandatory)

Awareness or interest in sustainability, environmental issues, carbon markets, or ESG topics. Prior exposure to consultancy or professional services firms. Experience with CRM tools or project management software.

What We Offer

Flexible Schedule: Work hours are flexible (7–14 hours per week) and can be tailored to suit mutual convenience, making this role compatible with academic commitments, other part-time engagements, or personal obligations.

Paid Sick Time: Paid leave is provided for illness or medical needs.

Work from Home: The role offers a flexible working arrangement combining in-person presence at the Vadodara office with work-from-home days as mutually agreed.

Contract Duration: Initial engagement of 6 to 12 months, with possibility of extension based on performance and mutual interest.

Professional Exposure: Gain firsthand exposure to the rapidly growing global carbon market and sustainability consulting sector, working directly with the CEO.

Learning Opportunity: Access to a knowledge-rich environment spanning carbon credits, ESG reporting, GHG accounting, BRSR compliance, and biodiversity credits across multiple international standards and registries.

Mentorship: Direct mentorship from an industry expert with 30 years of experience and international credentials.

Certificate/Letter of Experience: A formal experience certificate or letter of recommendation will be provided upon successful completion of the engagement.

Application Details

Interested candidates should submit an updated CV and include:

• Current location.

• Current education status or highest qualification.

• Availability for part-time, contract, freelance, internship or student engagement.

• Relevant experience, if any.

• Expected remuneration or stipend.

• Earliest joining date.

• Confirmation of laptop/computer and reliable internet availability.

How to Apply

Interested candidates may send their CV/resume along with a brief cover note (in English) to careers@decarbonisation.expert  or contact/WhatsApp us at +91 8905541120.

Please mention "Job Application — Personal Secretary to CEO. Job Code: 20260707Administration11" in the subject line.

Female candidates are encouraged to apply.

VPA India | Decarbonisation, Decarbonology & Decarbonomics Expert
Founded 1997 | 30 Years of Expertise | www.decarbonisation.expert