Job Description: Office Administrator & Personal Secretary to Director
Industry
Automotive Sales and Service
Role Overview
We are looking for a highly organised, computer-proficient, and dependable Office Administrator & Personal Secretary to support the Director in managing multiple automotive sales and service businesses.
The candidate will be responsible for coordinating the Director’s schedule, managing calls and follow-ups, preparing reports and presentations, organising business information, and ensuring that important tasks across different companies are completed on time.
This is a high-responsibility role requiring strong communication skills, confidentiality, multitasking ability, and confidence in working directly with senior management.
Key Responsibilities
Director and Business Support
- Manage the Director’s daily schedule, meetings, appointments, reminders, and priorities.
- Maintain and update Google Calendar for business meetings, reviews, visits, and personal appointments.
- Coordinate between the Director, employees, customers, vendors, financiers, manufacturers, and other business stakeholders.
- Track instructions given by the Director and follow up with the concerned teams until completion.
- Maintain a daily task list, pending-action tracker, and follow-up report for the Director.
- Assist the Director in handling requirements across multiple automotive sales and service businesses.
Calls and Communication
- Attend, screen, and route incoming calls professionally.
- Make follow-up calls to employees, customers, vendors, and business partners.
- Record important call details and ensure timely follow-up.
- Draft professional WhatsApp messages, emails, letters, meeting notes, and internal communications.
- Handle sensitive business information and conversations with complete confidentiality.
Office Administration
- Coordinate day-to-day office activities and ensure smooth administrative operations.
- Maintain business records, employee information, customer data, reports, and important documents.
- Organise digital files in Google Drive with proper folders and naming systems.
- Coordinate meetings, travel arrangements, appointments, and office requirements.
- Support recruitment coordination, interview scheduling, joining formalities, and employee documentation when required.
Reports, Excel and Presentations
- Create and maintain Excel reports, trackers, calculations, summaries, and dashboards.
- Prepare professional PowerPoint presentations for business reviews, dealership meetings, manufacturer discussions, and internal planning.
- Compile sales, service, finance, customer follow-up, inventory, and operational information from different teams.
- Convert raw information into clear summaries and reports for management review.
- Check reports for accuracy before presenting them to the Director.
AI and Digital Tools
- Use AI tools such as ChatGPT and other productivity platforms for:
- Drafting emails and official communication
- Preparing reports and summaries
- Creating presentation content
- Data organisation and analysis
- Research and comparison
- Improving office productivity
- Write effective AI prompts and verify AI-generated information before use.
- Learn and adopt new digital tools introduced by the company.
Required Skills
- Very good computer operating skills.
- Strong working knowledge of:
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Word
- Google Calendar
- Gmail
- Google Drive
- Google Sheets and Google Docs
- Good understanding of AI prompting and productivity tools.
- Strong verbal and written communication skills.
- Ability to handle multiple tasks and businesses simultaneously.
- Strong follow-up, coordination, and time-management skills.
- Professional telephone etiquette.
- Ability to prepare structured reports and presentations.
- High level of confidentiality, honesty, and dependability.
- Ability to work independently with limited supervision.
Pay: ₹20,000.00 - ₹30,000.00 per month
Work Location: In person
