Personal Assistant to the Director
Department: Director's Office
Reports To: Director
Job Purpose
To provide comprehensive administrative, secretarial, and executive support to the Director by ensuring effective schedule management, communication, coordination, and confidential handling of official matters, thereby enhancing the Director's productivity and organizational effectiveness.
Key Responsibilities
1. Executive & Administrative Support
- Manage the Director's daily calendar, appointments, meetings, and travel schedules.
- Screen and prioritize emails, phone calls, and correspondence.
- Draft letters, emails, reports, presentations, and official communications.
- Prepare meeting agendas, Minutes of Meetings (MoM), and follow-up action trackers.
- Maintain confidential files, records, and important documents.
2. Coordination & Communication
- Act as the primary liaison between the Director and internal/external stakeholders.
- Coordinate with departmental heads for reports, presentations, and updates.
- Ensure timely follow-up on action points assigned by the Director.
- Schedule and coordinate board meetings, management reviews, and business discussions.
3. Travel & Event Management
- Arrange domestic and international travel, accommodation, visas, and itineraries.
- Coordinate conferences, seminars, business meetings, and corporate events.
- Manage travel expense statements and reimbursements.
4. Documentation & Reporting
- Prepare MIS reports, dashboards, and executive summaries.
- Compile business data and presentations for management meetings.
- Maintain digital and physical filing systems.
5. Confidentiality & Compliance
- Handle sensitive business information with complete confidentiality.
- Ensure safe custody of legal documents, contracts, and agreements.
- Maintain compliance with company policies and statutory requirements.
6. Office & Relationship Management
- Coordinate with vendors, consultants, and external agencies.
- Manage visitor appointments and executive hospitality.
- Support smooth functioning of the Director's Office.
Required Qualifications
- Graduate in any discipline (MBA or PG preferred).
- 3–8 years of experience as a Personal Assistant, Executive Assistant, or Executive Secretary supporting senior management.
- Experience in a corporate or technology company is preferred.
Technical Skills
- Advanced knowledge of Microsoft Office (Excel, Word, PowerPoint, Outlook).
- Strong presentation preparation skills.
- Calendar management (Outlook/Google Calendar).
- Knowledge of ERP systems and document management tools is desirable.
- Excellent drafting and documentation skills.
Core Competencies
- Excellent verbal and written communication.
- Strong organizational and multitasking abilities.
- Time management and prioritization.
- High level of integrity and confidentiality.
- Problem-solving and decision-making skills.
- Professional etiquette and interpersonal skills.
- Attention to detail and accuracy.
- Ability to work under pressure and meet deadlines.
Key Performance Indicators (KPIs)
- Accuracy and timeliness of meeting schedules.
- Timely completion of follow-up actions.
- Quality of reports and presentations.
- Effective travel and event coordination.
- Zero confidentiality breaches.
- Stakeholder satisfaction with executive support.
- Adherence to deadlines and response times.
Preferred Attributes
- Professional appearance and positive attitude.
- High level of discretion and trustworthiness.
- Ability to anticipate the Director's requirements.
- Flexible to travel and work beyond regular office hours when required.
Pay: ₹20,000.00 - ₹50,000.00 per month
Work Location: In person
