Position Overview
The Personal Assistant to the Managing Director will provide day-to-day administrative and personal support to ensure the MD's time, schedule, and tasks are managed efficiently. The role requires strong organizational skills, attention to detail, discretion, and a reliable, proactive attitude.
Key Responsibilities
1. Diary & Calendar Management
● Maintain and manage the MD's daily schedule and appointments.
● Coordinate and confirm meetings with internal and external parties.
● Send reminders and ensure the MD is prepared for each commitment.
2. Communication Handling
● Screen and manage incoming calls, emails, and correspondence on behalf of the MD.
● Draft routine replies, letters, and notes as directed.
● Follow up on pending communications and responses.
3. Meeting Support
● Arrange meeting logistics — venue, time, participants, and refreshments as needed.
● Record and circulate Minutes of Meetings (MOM).
● Track and follow up on action items post-meeting.
4. Documentation & Filing
● Prepare and format basic documents, letters, and presentations.
● Maintain organized physical and digital files for easy retrieval.
● Handle printing, scanning, and courier/dispatch tasks.
5. Travel & Logistics
● Book flights, hotels, and ground transport for the MD's travel.
● Prepare travel itineraries and handle visa/documentation requirements.
● Coordinate pick-up and drop arrangements as needed.
6. Personal & Administrative Errands
● Assist with personal tasks such as bill payments, appointments, and vendor coordination as directed.
● Manage office supplies and stationery requirements for the MD's office.
● Liaise with housekeeping, facilities, or vendors on behalf of the MD.
7. Confidentiality
● Handle all information with discretion and maintain strict confidentiality.
● Ensure sensitive documents are stored and shared only as authorized.
Key Result Areas (KRAs) & KPIsKRA 1: Diary & Schedule Management — Weightage: 25%
● Less than 2 scheduling conflicts per month
● 100% meeting confirmations sent on time
● Daily schedule updated and shared with MD by start of business
KRA 2: Communication & Correspondence — Weightage: 20%
● 95% of calls/emails acknowledged or responded to within agreed timelines
● Zero missed or misrouted critical communications
● Drafts and letters submitted for MD's review without errors
KRA 3: Meeting Coordination & MOM — Weightage: 20%
● 100% MOM circulated within 24 hours of meeting
● 90% of action items followed up within agreed timelines
● Meeting logistics arranged without lapses
KRA 4: Travel & Logistics — Weightage: 15%
● 100% bookings completed before travel dates
● Zero travel disruptions due to administrative oversight
● Itineraries shared at least 48 hours in advance
KRA 5: Documentation & Filing — Weightage: 10%
● Files maintained in organized, accessible order
● Documents prepared accurately with less than 2% error rate
● Retrieval of any document within 10 minutes on request
KRA 6: Confidentiality & Conduct — Weightage: 10%
● Zero confidentiality breaches
● 100% compliance with company policies
● No instances of unauthorized information sharing
Candidate Profile
Education: Graduate in any discipline Experience: 1–4 years as a PA, Secretary, or Admin Assistant Languages: Proficiency in English (spoken and written); Telugu/Hindi preferred
Key Competencies:
● Strong time management and multitasking ability
● Good written and verbal communication
● Proficiency in MS Office (Word, Excel, Outlook, PowerPoint)
● Discreet, trustworthy, and dependable
● Pleasant personality with professional appearance
Job Types: Full-time, Permanent
Pay: ₹25,000.00 - ₹40,000.00 per month
Benefits:
Work Location: In person
