Designation: Personal Assistant (PA) to Managing Director/CEO
Company: Tech EHS Solution
Website: https://techehs.com/
Location: Luxuria Business Hub, 215-216, Surat - Dumas Rd, New Magdalla, Surat, Gujarat 395007. Near VR Mall.
Reporting to Managing Director / CEO
Job Purpose
To provide comprehensive administrative, operational, and coordination support to the Management office by managing schedules, communications, follow-ups, documentation, and cross-functional coordination, enabling effective decision-making and timely execution of business priorities.
Key Responsibilities
1. Executive Calendar & Meeting Management
- Manage the daily calendar, appointments, meetings, and travel schedule.
- Prioritize appointments based on business importance.
- Schedule internal and external meetings.
- Prepare meeting agendas and circulate relevant documents.
2. Communication Management
- Draft professional emails, letters, and official communications.
- Handle confidential information with complete discretion.
- Coordinate communication between the Management and internal/external stakeholders.
3. Task & Follow-up Management
- Maintain an action tracker for all assignments given by the Management
- Follow up with department heads for pending tasks.
- Ensure timely submission of reports and deliverables.
- Escalate delays and non-compliance when required.
- Maintain dashboards for ongoing projects.
4. Documentation & Record Management
- Prepare presentations, reports, MOM (Minutes of Meeting), and business documents.
- Maintain confidential records and company documents.
- Organize digital and physical filing systems.
- Track approvals, contracts, and important business records.
5. Travel & Event Coordination
- Arrange domestic and international travel.
- Book flights, hotels, transport, and itineraries.
- Coordinate client meetings, conferences, and company events.
- Prepare travel schedules and expense reports.
6. Cross-Department Coordination
- Coordinate with HR, Finance, Sales, Marketing, Operations, and Project teams.
- Monitor progress of strategic initiatives.
- Ensure timely communication between departments.
- Support execution of company-wide projects.
Required Skills
- Excellent written and verbal communication.
- Strong organizational and multitasking abilities.
- Exceptional follow-up and coordination skills.
- Time management and prioritization.
- High level of integrity and confidentiality.
- Analytical thinking and problem-solving.
- Ability to work under pressure and meet deadlines.
Technical Skills
- Microsoft Office (Excel, Word, PowerPoint)
- Google Workspace
- Calendar management tools
- CRM/ERP systems (preferred)
- Zoho Projects/Zoho CRM (preferred)
- Document management systems
- AI productivity tools (ChatGPT, Microsoft Copilot, Gemini, etc.)
Qualification
- Bachelor's degree in Business Administration, Management, Commerce, or a related field.
- MBA or Executive Assistant certification is an added advantage.
Experience
- 3–7 years as a Personal Assistant, Executive Assistant, or Executive Coordinator supporting senior management.
Key Performance Indicators (KPIs)
- Calendar accuracy and scheduling efficiency.
- Timely completion of follow-ups and action items.
- Meeting effectiveness and quality of MOMs.
- On-time submission of reports and presentations.
- Response time to communications.
- Accuracy of documentation.
- Timely closure of assigned tasks.
- Stakeholder satisfaction.
- Confidentiality and professionalism.
- Zero missed critical deadlines.
Personal Attributes
- Highly proactive and self-driven.
- Strong ownership and accountability.
- Detail-oriented and disciplined.
- Positive attitude and professional demeanor.
- Excellent interpersonal skills.
- Ability to anticipate needs before being asked.
- Quick learner with strong business acumen.
Pay: Up to ₹50,000.00 per month
Application Question(s):
- How many years of experience do you have as Personal Assistant?
- What is your current CTC?
- What is your expected CTC?
- What is your notice period?
- What is your current location?
Work Location: In person
