The Personal Assistant (PA) to the Director will provide comprehensive administrative, operational, and communication support to ensure the smooth functioning of the Director's office. The role requires excellent organizational skills, confidentiality, proactive coordination, and the ability to manage communications across multiple channels, including WhatsApp, emails, calls, and meetings.
Key Responsibilities
1. Executive Support
Manage the Director's daily calendar, appointments, meetings, and travel schedules.
Coordinate internal and external meetings, ensuring timely communication and follow-ups.
Prepare meeting agendas, presentations, reports, and minutes of meetings.
Screen calls, emails, and other communications on behalf of the Director.
Act as the first point of contact for stakeholders, clients, vendors, and employees.
2. Communication Management
Monitor and manage the Director's WhatsApp messages, emails, and other communication channels.
Read, prioritize, categorize, and summarize WhatsApp conversations and messages.
Draft and send professional responses on behalf of the Director after approval or as delegated.
Highlight urgent matters requiring immediate attention.
Maintain communication logs and track pending actions.
Coordinate with departments to gather information required for responses and decision-making.
3. Follow-Up & Coordination
Track tasks assigned by the Director and ensure timely completion.
Coordinate with various departments for updates, reports, and action items.
Maintain a follow-up tracker for pending approvals, meetings, payments, projects, and commitments.
Ensure timely reminders for important deadlines and commitments.
4. Documentation & Record Management
Maintain confidential records, documents, contracts, and correspondence.
Prepare reports, MIS, presentations, and business summaries as required.
Organize and maintain digital and physical filing systems.
Draft official letters, emails, and internal communications.
5. Travel & Event Management
Arrange travel bookings, accommodation, transport, and itineraries.
Coordinate business meetings, conferences, and events.
Manage expense records related to travel and business activities.
6. Confidentiality & Discretion
Handle sensitive business information with utmost confidentiality.
Maintain professionalism and discretion in all interactions.
Ensure secure handling of business documents and communications.
Skills & Competencies
Excellent verbal and written communication skills.
Strong proficiency in WhatsApp Business, Microsoft Office (Excel, Word, PowerPoint), Google Workspace, and email management.
Ability to summarize discussions and prepare actionable reports.
Strong organizational and multitasking abilities.
High attention to detail and accuracy.
Excellent time management and follow-up skills.
Ability to work under pressure and meet deadlines.
Professional etiquette and stakeholder management skills.
Qualifications
Bachelor's degree in Business Administration, Commerce, Management, or related field.
3–8 years of experience as a Personal Assistant, Executive Assistant, or similar role supporting senior management.
Preferred Experience
Experience supporting Directors, Founders, CEOs, or Senior Executives.
Experience handling WhatsApp communication management and executive correspondence.
Exposure to manufacturing, textile, retail, or corporate environments is preferred.
Key Performance Indicators (KPIs)
Calendar and meeting management efficiency.
Timely response and closure of communications.
Accuracy of WhatsApp and email summaries.
Follow-up completion rate.
Task and deadline adherence.
Stakeholder satisfaction and communication effectiveness.
Confidentiality and professionalism standards.
Job Type: Full-time
Pay: ₹30,000.00 - ₹40,000.00 per month
Benefits:
- Commuter assistance
- Leave encashment
- Life insurance
- Paid sick time
- Paid time off
- Provident Fund
Application Question(s):
- Are you willing to sign a Bond for 3 years as commitment to the organisation ?
Experience:
- Personal assistant: 4 years (Preferred)
Language:
Work Location: In person
