Job Description – Personal Assistant (PA)Position
Personal Assistant (PA)
Company
Trafotech Systems Private Limited
Location
As per company requirement
Department
Executive Office
Reports To
Managing Director / Director
About Trafotech Systems Private Limited
Trafotech Systems Private Limited is a leading engineering company specializing in Extra High Voltage (EHV) electrical projects across India. Our expertise includes Design & Engineering, Procurement, Installation, Testing & Commissioning, Maintenance, and Project Management of EHV substations and transmission infrastructure. We are committed to delivering excellence through innovation, professionalism, and operational efficiency.
Position Overview
We are looking for a highly organized, proactive, and trustworthy Personal Assistant to provide comprehensive administrative and executive support to the Managing Director/Director. The ideal candidate will possess excellent communication skills, exceptional time-management abilities, and the capability to handle confidential information with professionalism.
The Personal Assistant will play a vital role in ensuring smooth day-to-day operations by managing schedules, coordinating meetings, handling correspondence, maintaining documentation, and supporting executive decision-making.
Key ResponsibilitiesExecutive Support
- Manage and maintain the executive's daily calendar, appointments, and meetings.
- Organize travel arrangements including flights, hotels, transport, and itineraries.
- Prioritize schedules and ensure efficient time management.
- Remind executives of important meetings, deadlines, and commitments.
Communication Management
- Draft professional emails, letters, reports, and presentations.
- Screen phone calls and manage correspondence.
- Coordinate communication between departments, clients, vendors, and business partners.
- Maintain professional relationships with internal and external stakeholders.
Administrative Responsibilities
- Prepare meeting agendas, presentations, and minutes of meetings (MOM).
- Maintain confidential files, records, contracts, and important documents.
- Organize office documentation and digital filing systems.
- Track important follow-ups and ensure timely completion.
Coordination & Follow-up
- Coordinate with HR, Procurement, Finance, Projects, Design, and other departments.
- Follow up with team members on assigned tasks and report progress to management.
- Ensure timely completion of action items from meetings.
- Assist in project coordination whenever required.
Documentation & Reporting
- Prepare daily, weekly, and monthly reports.
- Compile business data for management review.
- Maintain MIS reports and executive dashboards.
- Prepare presentations for client meetings and internal reviews.
Event & Meeting Management
- Schedule internal and external meetings.
- Arrange conference rooms, video conferences, and logistics.
- Coordinate company events, business visits, and executive meetings.
Confidentiality
- Handle sensitive business information with complete confidentiality.
- Maintain discretion while dealing with strategic business matters.
Required Qualifications
- Bachelor's Degree in Business Administration, Management, Commerce, or any relevant discipline.
- MBA or Secretarial qualifications will be an added advantage.
Experience
- 2–5 years of experience as a Personal Assistant, Executive Assistant, or similar role.
- Experience supporting senior management or directors is preferred.
- Experience in engineering, EPC, manufacturing, or infrastructure industries will be an added advantage.
Required SkillsTechnical Skills
- Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
- Google Workspace
- Calendar Management
- Documentation & Report Preparation
- Internet Research
- Data Management
- Basic MIS Reporting
Soft Skills
- Excellent verbal and written communication skills
- Strong organisational and multitasking abilities
- High level of professionalism
- Attention to detail
- Problem-solving mindset
- Ability to work under pressure
- Excellent interpersonal skills
- Time management
- Decision-making ability
- Positive attitude and adaptability
Preferred Attributes
- Self-motivated and proactive.
- Ability to anticipate executive requirements.
- Strong follow-up skills.
- Highly reliable and trustworthy.
- Flexible to travel when required.
- Professional appearance and conduct.
Key Performance Indicators (KPIs)
- Efficient calendar and meeting management.
- Timely completion of executive tasks.
- Accuracy in documentation and reporting.
- Effective communication and coordination.
- Timely follow-up on action items.
- High confidentiality standards.
- Executive satisfaction with administrative support.
Working Conditions
- Full-time position.
- Six-day working week (as per company policy).
- Office-based with occasional travel.
- Availability beyond office hours when business demands.
What We Offer
- Competitive salary based on experience.
- Professional growth opportunities.
- Exposure to high-value EHV infrastructure projects.
- Collaborative and dynamic work environment.
- Opportunity to work directly with senior leadership and contribute to strategic initiatives.
Join Trafotech Systems Private Limited
If you are a proactive professional who thrives in a fast-paced environment and enjoys supporting executive leadership, we invite you to become part of our growing team and contribute to the success of India's power infrastructure sector.
Pay: ₹14,088.65 - ₹50,000.00 per month
Work Location: In person
