Job Description
Personal Assistant to Managing Director (PA to MD)
*Company:* Vision PR (Visionistix PR Private Limited)
*Location:* Ahmedabad, Gujarat
*Employment Type:* Full-Time
*Reporting To:* Managing Director
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About Vision PR
Vision PR (Visionistix PR Private Limited) is a leading 360° Integrated Marketing, Public Relations, Event Management, Branding, Digital Marketing, Exhibition, Sponsorship, ATL & BTL Activation agency. Since 2004, Vision PR has been delivering innovative marketing and event solutions to corporate, government, education, healthcare, automobile, FMCG, real estate, and financial sector clients across India.
The company has successfully managed large-scale exhibitions, trade shows, corporate events, product launches, dealer meets, conferences, roadshows, branding campaigns, and promotional activities for leading national and international brands. Our focus on creativity, flawless execution, and long-term client relationships has made Vision PR a trusted partner for organizations seeking complete marketing and event solutions.
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Position Summary
We are looking for a highly organized, proactive, trustworthy, and professional *Personal Assistant to the Managing Director* who can efficiently manage the MD's day-to-day business operations, coordinate meetings, oversee project follow-ups, support business development initiatives, and ensure smooth execution of organizational activities.
The ideal candidate should possess excellent communication, coordination, leadership, and administrative skills while maintaining complete confidentiality and professionalism.
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Key Responsibilities
1. Executive Assistance to Managing Director
* Manage the daily schedule, appointments, meetings, and travel calendar of the Managing Director.
* Prioritize meetings and ensure effective time management.
* Prepare meeting agendas, presentations, reports, proposals, and business documents.
* Draft professional emails, letters, MOM (Minutes of Meeting), and official correspondence.
* Screen calls, emails, and business communications on behalf of the MD.
* Maintain complete confidentiality regarding business information and strategic discussions.
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2. Meeting Coordination & Business Support
* Accompany the Managing Director for client meetings, corporate presentations, business negotiations, and networking events whenever required.
* Coordinate with clients before and after meetings.
* Prepare meeting briefs and ensure timely follow-up on action points.
* Represent the MD professionally in internal and external meetings whenever assigned.
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3. Event & Project Coordination
* Assist the Managing Director in planning and executing corporate events, exhibitions, sponsorship projects, conferences, and promotional activities.
* Monitor project timelines and ensure tasks are completed as scheduled.
* Coordinate with internal departments, vendors, venues, and clients for smooth execution.
* Attend site visits, venue surveys, rehearsals, and event execution whenever required.
* Ensure all event deliverables are completed as committed to clients.
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4. Team Coordination & Office Operations
* Collect Daily Task Reports (DTR) from all departments and submit consolidated reports to the Managing Director.
* Monitor task progress and follow up with team members on pending work.
* Coordinate with different departments to ensure timely completion of assignments.
* Maintain proper communication between management and employees.
* Support smooth day-to-day office operations.
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5. Business Development Support
* Assist in identifying new business opportunities and maintaining client databases.
* Coordinate client meetings and follow-up discussions.
* Support proposal preparation, presentations, quotations, and sponsorship documents.
* Follow up with prospective clients and existing customers as directed by the Managing Director.
* Maintain records of business leads and project status.
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6. Client Relationship Management
* Ensure excellent client servicing throughout the project lifecycle.
* Maintain regular communication with clients regarding project updates.
* Coordinate with internal teams to fulfill client commitments and deliverables.
* Handle client queries professionally and escalate important matters to the Managing Director when required.
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7. Administration & Discipline
* Ensure company policies, office protocols, and professional etiquette are followed.
* Monitor attendance, punctuality, and workplace discipline.
* Report policy violations and recommend corrective actions to management.
* Assist in maintaining a professional and organized work environment.
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8. Travel & Logistics Management
* Plan and manage the Managing Director's travel schedules.
* Book flights, hotels, local transportation, and meeting venues.
* Prepare travel itineraries and coordinate all logistics.
* Ensure smooth arrangements during business trips and outstation events.
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9. Executive Support
* Coordinate meals, refreshments, travel requirements, accommodation, and other business-related arrangements for the Managing Director during meetings, events, and travel.
* Ensure all business schedules are executed smoothly by proactively managing logistical and administrative requirements.
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10. Documentation & Reporting
* Maintain confidential business records and important documents.
* Prepare daily, weekly, and monthly reports for management review.
* Maintain project trackers, CRM records, and meeting follow-up reports.
* Ensure accurate documentation of ongoing projects and business activities.
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Candidate Profile
* Bachelor's Degree in Business Administration, Management, Commerce, Public Relations, Marketing, or a related field.
* MBA or relevant management qualification will be an added advantage.
* Minimum *3–6 years* of experience as a Personal Assistant, Executive Assistant, Project Coordinator, Business Coordinator, or Administrative Manager.
* Excellent communication skills in English, Hindi, and Gujarati.
* Strong organizational, coordination, and multitasking abilities.
* Professional personality with excellent interpersonal skills.
* Ability to work under pressure and manage multiple priorities.
* High level of integrity, discretion, and confidentiality.
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Technical Skills
* Microsoft Office (Word, Excel, PowerPoint)
* Google Workspace
* Calendar & Meeting Management
* Email Drafting & Business Communication
* CRM Software
* Documentation & Reporting
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Key Performance Indicators (KPIs)
* Efficient management of the Managing Director's schedule.
* Timely completion of assigned tasks and follow-ups.
* Accuracy and quality of reports and documentation.
* Smooth coordination between departments.
* Client satisfaction and timely communication.
* Successful execution of meetings, travel, and events.
* Office discipline and operational efficiency.
* Effective support in achieving business and organizational goals.
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Travel Requirement
* Willingness to travel within Ahmedabad and across India for meetings, events, exhibitions, corporate visits, and business assignments as required.
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Compensation & Benefits
* Competitive Salary
* Performance-Based Incentives
* Travel & Mobile Reimbursement (as per company policy)
* Professional Growth Opportunities
* Exposure to High-Level Corporate Meetings and National Events
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Why Join Vision PR?
At Vision PR, you will work directly with the Managing Director and gain hands-on experience in business strategy, corporate communications, event management, client servicing, and leadership. This role offers excellent career growth for professionals aspiring to build expertise in executive management and integrated business operations.
This version presents the role as an executive-level position rather than just a secretary role, making it attractive to experienced candidates while clearly defining responsibilities and expectations
Pay: ₹25,000.00 - ₹50,000.00 per month
Education:
Experience:
- total work: 2 years (Preferred)
Language:
Work Location: In person
