# Job Description
## Position: Personal Assistant (PA) to the Chairman & Managing Director
### Job Summary
The Personal Assistant (PA) to the Chairman & Managing Director is responsible for providing comprehensive executive, administrative, and confidential support to the Chairman & MD. The role requires exceptional organizational, communication, and coordination skills to ensure smooth management of the Chairman's office across both the Educational Institutions and Pharmaceutical business divisions. The PA will act as a key liaison between the Chairman, senior leadership, external stakeholders, government authorities, vendors, and other business associates while maintaining the highest standards of confidentiality and professionalism.
### Key Responsibilities
#### Executive Support
* Manage the Chairman's daily schedule, appointments, meetings, and travel plans.
* Coordinate meetings with internal and external stakeholders and ensure timely follow-up on action points.
* Screen phone calls, emails, correspondence, and visitors on behalf of the Chairman.
* Prepare meeting agendas, minutes of meetings (MoM), presentations, reports, and business documents.
* Maintain confidential records, files, and business information with complete discretion.
* Organize business events, conferences, and official visits.
#### Administrative Coordination
* Coordinate with department heads across Educational Institutions and the Pharmaceutical business for updates, reports, and approvals.
* Monitor the progress of assignments delegated by the Chairman and follow up until completion.
* Track important deadlines, statutory submissions, project milestones, and management reviews.
* Ensure effective communication between the Chairman's Office and all departments.
#### Business & Project Coordination
* Prepare periodic MIS reports, dashboards, and executive summaries.
* Assist in monitoring strategic initiatives and special projects assigned by the Chairman.
* Coordinate with consultants, legal advisors, auditors, bankers, architects, vendors, and government authorities whenever required.
* Conduct preliminary research and compile information for business decisions.
#### Documentation & Communication
* Draft professional emails, letters, circulars, presentations, and official communications.
* Prepare board meeting documents, management reports, and business presentations.
* Maintain records of contracts, agreements, licenses, and important corporate documents.
* Ensure proper filing of both physical and digital documents.
#### Travel & Event Management
* Arrange domestic and international travel, accommodation, transportation, and meeting schedules.
* Prepare travel itineraries and briefing notes.
* Coordinate hospitality arrangements for VIP guests and business associates.
#### Confidentiality & Compliance
* Handle highly confidential business information with integrity and professionalism.
* Maintain confidentiality regarding business strategies, financial information, employee matters, and legal documentation.
* Ensure compliance with organizational policies and statutory requirements.
#### Stakeholder Coordination
* Liaise with Principals, Directors, Senior Management, Government Departments, Regulatory Authorities, Vendors, Clients, and Business Partners.
* Represent the Chairman's Office professionally during communications and meetings.
* Build and maintain positive working relationships with internal and external stakeholders.
### Educational Qualification
* Bachelor's Degree in Business Administration, Commerce, Management, or a related discipline.
* MBA or Executive Assistant certification will be an added advantage.
### Experience
5 years of experience as a Personal Assistant, Executive Assistant, or Secretary to senior leadership.
* Experience supporting CXOs, Chairmen, Managing Directors, or CEOs is preferred.
* Experience in the Education, Healthcare, Pharmaceutical, or Corporate sectors will be an added advantage.
### Required Skills
* Excellent verbal and written communication skills in English.
* Strong organizational and time management abilities.
* Excellent interpersonal and stakeholder management skills.
* Ability to multitask and prioritize effectively.
* High level of professionalism and confidentiality.
* Strong analytical and problem-solving skills.
* Ability to work under pressure and meet deadlines.
### Technical Skills
* Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
* Experience with Google Workspace and virtual meeting platforms.
* Knowledge of document management systems and digital filing.
* Ability to prepare MIS reports and executive presentations.
### Key Competencies
* Integrity and confidentiality
* Leadership support
* Professional communication
* Planning and coordination
* Decision-making support
* Attention to detail
* Initiative and ownership
* Adaptability and flexibility
* Relationship management
* Strong follow-up skills
### Key Performance Indicators (KPIs)
* Timely scheduling and coordination of meetings.
* Completion of assigned follow-ups within agreed timelines.
* Accuracy and quality of executive correspondence.
* Timely preparation of reports and presentations.
* Effective coordination across all business units.
* Zero instances of confidentiality breaches.
* Successful execution of Chairman's meetings, travel, and events.
* Timely completion of strategic assignments and special projects.
### Reporting Relationship
**Reports To:** Chairman & Managing Director
### Working Relationships
The Personal Assistant will work closely with:
* Chairman & Managing Director
* Directors
* Chief Executive Officer (CEO)
* Chief Financial Officer (CFO)
* Principals and Academic Heads
* HR Department
* Finance & Accounts
* Administration
* Operations Team
* Legal & Compliance Team
* Pharmaceutical Business Team
* External Consultants, Government Authorities, Vendors, and Business Partners
### Preferred Personal Attributes
The ideal candidate should be highly professional, proactive, dependable, resourceful, discreet, and capable of handling multiple priorities with excellent judgment. The individual should possess a positive attitude, strong work ethics, and the ability to represent the Chairman's Office with confidence and professionalism.
Pay: ₹20,000.00 - ₹50,000.00 per month
Benefits:
- Cell phone reimbursement
- Food provided
- Health insurance
- Life insurance
- Provident Fund
Work Location: In person
