Personal Assistant
Job Description
The Personal Assistant will provide comprehensive administrative, organizational, and coordination support to the Managing Director/Director. The role will be responsible for managing schedules, meetings, correspondence, travel arrangements, documentation, follow-ups, and confidential information. The PA will act as a key coordination point between the management and internal/external stakeholders, ensuring smooth execution of priorities and timely follow-up on important matters.
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Key Responsibilities
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1. Executive & Calendar Management
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- Manage the Managing Director/Director's calendar, appointments, meetings, and commitments. \n
- Schedule and coordinate internal and external meetings. \n
- Prioritize appointments and ensure effective utilization of management's time. \n
- Maintain a daily/weekly schedule and provide reminders for important commitments. \n
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2. Meeting & Follow-up Management
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- Coordinate meetings with HODs, senior management, clients, vendors, consultants, and other stakeholders. \n
- Prepare meeting agendas, presentations, documents, and relevant information. \n
- Record and circulate Minutes of Meeting (MOM), wherever required. \n
- Track action points and follow up with concerned stakeholders to ensure timely closure. \n
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3. Correspondence & Communication
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- Draft, format, and proofread emails, letters, reports, presentations, and other official communications. \n
- Handle incoming and outgoing correspondence on behalf of management. \n
- Coordinate with internal departments and external stakeholders on management's instructions. \n
- Maintain professionalism and confidentiality in all communications. \n
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4. Travel & Logistics Management
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- Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and itineraries. \n
- Prepare detailed travel schedules and ensure all arrangements are completed in advance. \n
- Coordinate meetings and appointments during business travel. \n
- Maintain records of travel-related documents and expenses. \n
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5. Documentation & MIS
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- Prepare and maintain reports, presentations, MIS, trackers, and management dashboards as required. \n
- Organize and maintain important files, records, contracts, correspondence, and confidential documents. \n
- Ensure easy retrieval and proper documentation of management records. \n
- Assist in preparing presentations and business-related reports. \n
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6. Management Coordination
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- Coordinate with various departments on matters assigned by the Managing Director/Director. \n
- Follow up with HODs and senior executives on pending actions and deliverables. \n
- Ensure timely flow of information between management and relevant stakeholders. \n
- Support management in coordinating special projects and business initiatives. \n
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7. Confidentiality & Discretion
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- Handle confidential business, financial, employee, and management information with utmost discretion. \n
- Maintain strict confidentiality of sensitive documents and communications. \n
- Exercise sound judgment while handling confidential and high-priority matters. \n
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8. Administrative Support
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- Coordinate official events, conferences, business meetings, and management engagements. \n
- Manage visitor appointments and important external meetings. \n
- Maintain contact databases and important stakeholder information. \n
- Handle other administrative responsibilities assigned by management. \n
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Key Competencies
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- Excellent communication and interpersonal skills \n
- Strong organizational and time-management skills \n
- High level of confidentiality and discretion \n
- Strong follow-up and coordination skills \n
- Attention to detail \n
- Good written and verbal communication \n
- Proficiency in MS Office, Outlook, Excel and PowerPoint \n
- Ability to multitask and manage competing priorities \n
- Professional and presentable approach \n
- Strong stakeholder management skills \n
- Ability to work independently and under pressure \n
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