Personal Assistant to Director / Managing Director
Location: Baramati, Maharashtra
Experience: 4–6 Years
Employment Type: Full-time
Department: Administration / Management Support
About the Role
We are looking for a well-presented, proactive, organized, and reliable Personal Assistant to support the Director/Managing Director in day-to-day professional activities.
The candidate will be responsible for calendar and meeting coordination, calls and emails, travel arrangements, documentation, client/vendor coordination, and follow-ups. The role also requires the candidate to accompany the Director to business meetings, client/vendor meetings, official visits, and other professional engagements.
The ideal candidate should have excellent communication and interpersonal skills and must be fluent in English, Hindi, and Marathi.
Key Responsibilities
1.Director Support & Coordination
- Manage the Director's daily schedule, appointments, and meetings.
- Coordinate in-person and virtual meetings.
- Prepare meeting schedules, agendas, documents, and required information.
- Accompany the Director to business meetings, client meetings, vendor meetings, and official visits.
- Coordinate with internal departments and external stakeholders on behalf of the Director.
- Ensure timely follow-up on important meetings, discussions, and commitments.
2.Calls, Emails & Communication
- Handle official calls and emails of the Director/Managing Director.
- Draft professional emails, letters, messages, and business correspondence.
- Screen and prioritize calls, emails, and requests based on urgency.
- Coordinate responses and follow-ups with concerned departments and external parties.
- Maintain strict confidentiality of management and business information.
3.Meeting & Presentation Support
- Coordinate meetings through Microsoft Teams, Zoom, Google Meet, and other platforms.
- Arrange meeting rooms, conference facilities, and required equipment.
- Prepare presentations, reports, proposals, and meeting documents.
- Assist the Director in preparing for client and business presentations.
- Take meeting notes/minutes and coordinate required follow-ups.
4.Travel Management
- Plan and coordinate domestic and international business travel.
- Manage flight, hotel, cab, airport transfer, and other transportation bookings.
- Prepare and maintain travel itineraries and schedules.
- Coordinate international travel requirements and documentation.
- Ensure smooth travel arrangements for the Director.
5.Business & Administrative Coordination
- Coordinate with clients, vendors, partners, and other stakeholders.
- Assist in arranging client/vendor visits and official meetings.
- Coordinate with different departments for information and documentation.
- Assist in preparing business proposals, presentations, and company documents.
- Monitor important tasks and follow-ups across departments.
- Maintain files, records, documents, and correspondence.
- Support guest management and official visitors.
- Coordinate transportation and arrangements for business guests.
Required Skills
- Excellent verbal and written communication skills.
- Fluent English, Hindi, and Marathi – Marathi is mandatory.
- Strong interpersonal and coordination skills.
- Good presentation and professional communication skills.
- Excellent email drafting skills.
- Good knowledge of MS Office / Microsoft 365.
- Strong organizational and time-management skills.
- Ability to manage multiple tasks and priorities.
- Strong follow-up and coordination skills.
- Professional personality and presentable appearance.
- Good decision-making and problem-solving abilities.
- Ability to maintain confidentiality.
- Willingness to travel with the Director as required.
Candidate Profile
- Candidate with 4–6 years of relevant experience as a Personal Assistant, Executive Assistant, Management Assistant, or in Administration/Office Coordination.
- Comfortable travelling with the Director for business meetings and official engagements.
- Confident in interacting with clients, vendors, senior management, and external stakeholders.
- Highly organized, proactive, and responsible.
- Flexible with working schedules based on the Director's meetings and travel requirements.
- Able to handle sensitive and confidential information professionally.
- Capable of independently managing calls, emails, meetings, travel arrangements, and day-to-day coordination.
Education
Graduate in any discipline. Candidates with relevant experience in Personal Assistant, Executive Assistant, Administration, or Management Support roles will be preferred.
Key Skills / Keywords
Personal Assistant, Executive Assistant, PA to Director, PA to MD, Management Assistant, Administration, Calendar Management, Meeting Coordination, Travel Management, Email Management, Business Communication, Client Coordination, Vendor Coordination, MS Office, Microsoft 365, Documentation, Follow-up, Event Coordination, Administrative Support.
Benefits:
Ability to commute/relocate:
- Baramati, Pune, Maharashtra: Reliably commute or planning to relocate before starting work (Preferred)
Application Question(s):
- Are you comfortable accompanying the Director to business meetings, client/vendor meetings, and official visits?
- Are you comfortable travelling with the Director for domestic and international business requirements?
- Are you comfortable managing the Director's calls, emails, meetings, appointments, and follow-ups independently?
- Do you have experience arranging flight, hotel, cab, and other business travel bookings?
- Do you have experience drafting professional emails, letters, messages, and business correspondence on behalf of senior management?
- Have you previously worked directly with a Director, Managing Director, CEO, or senior management executive?
Experience:
- Personal assistant: 3 years (Preferred)
Willingness to travel:
Work Location: In person
