Job Title: EA to Managing Director
Location: Kothrud , Pune
Reporting To: Managing Director
Department: Executive Office
Employment Type: Full-Time
Job Summary:
The Personal Assistant (PA) to the Managing Director will serve as the key point of contact and administrative support for the Director. This role requires exceptional organizational skills, attention to detail, professionalism, and the ability to handle sensitive information with the utmost confidentiality. The PA will coordinate internal and external communications, manage schedules, meetings, documents, and support both company and personal tasks as required.
Key Responsibilities:
- Act as the single point of contact on behalf of the Managing Director for internal team communication and external visitors.
- Draft professional letters, emails, and memos for both internal and external communications.
- Manage and respond to all calls, letters, messages, and emails addressed to the Director.
- Maintain and update important data and trackers on a daily basis.
- Prepare and maintain basic and advanced MIS reports using Excel or relevant software for meetings and reviews.
- Distribute incoming calls and emails while ensuring all sensitive information remains confidential.
- Manage the daily calendar and schedule of the Director, including appointments, reminders, and planning.
- Coordinate and arrange meetings, prepare meeting agendas, and ensure timely reminders.
- Record Minutes of Meeting (MoM) and ensure timely sharing with relevant stakeholders.
- Maintain schedules on digital platforms such as Google Calendar, Excel, or other management tools.
- Organize and maintain the Director’s documents in an effective filing system.
- Track and maintain records of all inward and outward documents, couriers, samples, drawings, catalogs, etc.
- Coordinate with internal teams for scheduling appointments, meetings, and follow-ups.
- Arrange travel logistics including transportation, accommodation, and itineraries.
- Accompany the Director for local travel during visits or meetings as required.
- Assist the Director in managing company and personal accounts.
- Support the Director in following up on payment recoveries.
- Create and manage various administrative reports and ensure timely documentation.
- Professionally welcome and manage interactions with stakeholders, vendors, visitors, and customers.
- Ensure top-notch hospitality standards for internal and external guests.
- Uphold and promote the company’s mission, vision, core values, rules, and professional etiquettes.
- Execute any other tasks as assigned by the Director.
- Attend meetings on behalf of the Director when they are unavailable.
- Prepare department-wise reports and present them weekly/monthly to the Director.
- Analyse existing reports and software for process improvements.
- Coordinate for timely renewals of AMCs, insurances, rent agreements, etc.
- Assist in the preparation of tax invoices for business purposes.
- Liaise with the Accounts department for payments and invoice management.
- Prepare and maintain special or ad-hoc reports as required by the Directors.
Qualifications & Requirements:
- Bachelor’s degree in Business Administration, Commerce, or related field.
- Proven experience as a PA, Executive Assistant, or similar administrative role.
- Excellent communication skills – written and verbal.
- Proficient in MS Office (Excel, Word, Outlook) and Google Workspace tools.
- Strong organizational, multitasking, and time management skills.
- Ability to handle sensitive information with discretion.
- Pleasant personality with a professional attitude and interpersonal skills.
- Flexibility to travel locally as needed.
Preferred Skills:
- Familiarity with accounting basics or prior experience supporting financial tasks.
- Experience in document control and digital filing systems.
- Ability to draft formal business communication independently.
Pay: ₹14,789.65 - ₹35,000.00 per month
Work Location: In person
