Call/ WhatsApp = 8485032606 (HR)
JD of PA to CEO:
We are seeking a highly professional, organized, and proactive Personal Assistant to provide end-to-end executive, administrative, and personal support to the Director. The role requires exceptional coordination abilities, excellent communication skills, attention to detail, and the ability to manage multiple responsibilities simultaneously in a fast-paced business environment.
The Assistant (She) will act as the primary support system for the Director by ensuring efficient schedule management, smooth communication flow, travel planning, meeting coordination, and day-to-day operational assistance. The role also involves handling confidential information, maintaining professional relationships with stakeholders, and supporting the Director during business travel and important engagements.
The ideal candidate (She) should be adaptable, trustworthy, resourceful, and comfortable working in dynamic situations with a high level of professionalism and discretion.
Key Roles & Responsibilities
1. Executive Calendar & Schedule Management
· Manage and maintain the Director’s daily, weekly, and monthly calendar to ensure optimum utilization of time and productivity.
· Schedule meetings, appointments, conferences, business visits, interviews, and internal discussions while considering priorities and deadlines.
· Coordinate with internal departments, clients, and external stakeholders for fixing appointments and ensuring availability.
· Monitor schedule conflicts and proactively resolve timing overlaps or last-minute changes.
· Send reminders, confirmations, and updates regarding meetings and commitments to ensure smooth coordination.
· Maintain a detailed understanding of the Director’s priorities and align scheduling accordingly.
· Organize virtual meetings through platforms such as Zoom, Microsoft Teams, or Google Meet and ensure technical readiness before meetings.
2. Administrative & Office Support
· Handle all day-to-day administrative tasks related to the Director’s office operations efficiently.
· Prepare professional documents including reports, presentations, proposals, spreadsheets, meeting agendas, and business correspondence.
· Draft and respond to emails, letters, and official communication on behalf of the Director in a professional manner.
· Maintain organized filing systems for business documents, contracts, reports, and confidential records in both digital and physical formats.
· Ensure timely follow-up on pending approvals, assignments, and important business matters.
· Coordinate with different departments to gather information and prepare summaries or reports for management review.
· Track deadlines and ensure completion of assigned tasks within timelines.
· Maintain office efficiency by managing stationery requirements, meeting arrangements, and administrative processes related to the Director’s office.
3. Travel Planning & Coordination
· Independently manage all domestic and international travel arrangements for the Director.
· Book flights, hotels, transportation, travel insurance, visas, and other travel-related requirements within budget and timelines.
· Prepare comprehensive travel itineraries including meeting schedules, accommodation details, transportation arrangements, and emergency contacts.
· Coordinate with travel agencies, airlines, hotels, chauffeurs, and event organizers to ensure seamless travel experiences.
· Monitor travel schedules and make immediate adjustments in case of delays, cancellations, or emergencies.
· Accompany the Director during official business trips, conferences, exhibitions, meetings, or events when required.
· Ensure all travel-related documents including passports, visas, boarding passes, and hotel confirmations are organized and accessible.
· Handle travel expense tracking, reimbursements, invoice collection, and reporting accurately.
· Provide on-ground coordination support during travel to ensure meetings and events run smoothly.
4. Meeting & Event Coordination
· Plan, organize, and coordinate internal and external meetings for the Director.
· Arrange meeting venues, conference rooms, virtual meeting links, hospitality, presentations, and technical support requirements.
· Prepare meeting agendas, collect supporting documents, and circulate information to attendees in advance.
· Attend meetings when required and accurately record minutes of meetings (MOM), discussions, and action items.
· Follow up with concerned teams or individuals regarding pending tasks and meeting deliverables.
· Coordinate business events, seminars, exhibitions, client meetings, and executive gatherings.
· Ensure proper guest management and professional hospitality during business meetings and events.
· Support the Director during presentations, conferences, and networking events by handling logistics and coordination activities.
5. Communication & Stakeholder Management
· Act as the primary point of contact between the Director and internal teams, clients, vendors, investors, consultants, and external partners.
· Handle professional communication on behalf of the Director with diplomacy, clarity, and professionalism.
· Screen incoming calls, emails, and requests to prioritize urgent and important matters.
· Maintain strong professional relationships with stakeholders while representing the Director’s office positively.
· Coordinate communication between departments to ensure smooth information flow and timely updates.
· Ensure all confidential discussions, business information, and strategic matters are handled securely and discreetly.
· Assist in preparing communication materials, speeches, announcements, and official statements if required.
6. Confidentiality & Information Management
· Handle highly sensitive business and personal information with strict confidentiality and integrity.
· Maintain secure records of confidential reports, contracts, financial documents, and strategic business information.
· Ensure discretion while dealing with senior management discussions, business decisions, and organizational matters.
· Follow data protection and company confidentiality policies at all times.
· Manage access to important documents and information responsibly.
7. Personal Assistance to Director
· Provide personal support to the Director for non-business commitments and requirements whenever necessary.
· Assist in managing personal appointments, reservations, errands, and schedules efficiently.
· Coordinate personal travel plans, accommodation bookings, and special arrangements.
· Handle urgent personal matters with professionalism and reliability.
· Ensure smooth balancing of professional and personal commitments for the Director.
8. Task Coordination & Follow-Up Management
· Track ongoing assignments, projects, approvals, and deadlines on behalf of the Director.
· Coordinate with departments and teams to ensure timely execution of action items.
· Prepare status reports and provide regular updates to the Director regarding ongoing activities.
· Ensure important business matters are followed up consistently until closure.
· Identify priority tasks and escalate urgent matters appropriately.
· Support the Director in improving workflow efficiency and operational coordination.
Required Skills & Competencies Organizational Skills
· Strong ability to manage multiple tasks, schedules, and priorities simultaneously.
· Excellent time-management and coordination abilities.
Communication Skills
· Exceptional verbal and written communication skills in English and local language preferred.
· Professional email drafting and business communication capabilities.
· Interpersonal Skills
· Ability to interact confidently with senior executives, clients, and stakeholders.
· Strong relationship-building and coordination abilities.
· Problem-Solving Ability
· Capability to handle last-minute changes, travel issues, scheduling conflicts, and urgent situations efficiently.
Confidentiality & Professionalism
· High level of integrity, discretion, and trustworthiness in handling sensitive matters.
· Adaptability & Flexibility
· Willingness to travel frequently and work beyond standard office hours if required.
· Ability to work under pressure in a dynamic business environment.
Educational Qualifications
· Bachelor’s degree in Business Administration, Management, Commerce, Communications, or related field.
· Additional certifications in Executive Assistance, Secretarial Practice, or Office Administration will be an advantage.
Experience Required
· Minimum 2–3 years of experience as a Personal Assistant, Executive Assistant, or similar executive support role.
· Prior experience in handling travel coordination and executive scheduling is preferred.
· Experience working with senior leadership or corporate management will be an added advantage.
Technical Proficiency
· Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
· Familiarity with calendar management systems and virtual meeting platforms.
· Ability to prepare professional presentations, reports, and spreadsheets.
· Knowledge of travel booking platforms and expense management systems preferred.
Preferred Candidate Profile
· Smart, confident, and professionally presentable personality.
· Strong business etiquette and communication style.
· Self-motivated, proactive, and detail-oriented.
· Ability to maintain calmness and professionalism in high-pressure situations.
· Strong ownership mindset and accountability toward responsibilities.
· Compensation & Benefits
· Attractive salary package based on experience and skills.
· Travel allowances and reimbursement for official expenses.
· Accommodation and food arrangements during official travel.
· Mobile and communication reimbursements.
· Performance-based incentives and annual appraisals.
· Opportunity to work closely with senior leadership and gain business exposure.
Working Conditions
· Flexible work schedule depending on business and travel requirements.
· Frequent domestic travel and occasional international travel may be required.
· Availability during weekends or beyond office hours for urgent matters when necessary.
· Professional corporate work environment with high responsibility and exposure.
Pay: ₹35,000.00 - ₹50,000.00 per month
Work Location: In person
