Secretary / Executive Assistant

Job Description (JD)Personal Assistant (PA) to Director Position Title: Personal Assistant (PA) to Director

Department: Management / Administration

Reporting To: Director

Location: Ahmedabad

Job Summary: The Personal Assistant to the Director will provide high-level administrative, organizational, and coordination support to ensure the smooth functioning of the Director's office. The role requires excellent communication skills, confidentiality, attention to detail, and the ability to manage multiple priorities efficiently.

• Key Responsibilities: Executive Support, manage the Director's calendar, appointments, meetings, and travel schedules.
• Coordinate internal and external meetings, prepare agendas, and maintain meeting records.
• Screen calls, emails, and correspondence, ensuring timely responses and follow-ups.
• Act as a point of contact between the Director and internal/external stakeholders.
• Communication & Coordination: Draft professional emails, letters, presentations, and reports.
• Follow up with departments on pending tasks, projects, and deadlines.
• Coordinate with clients, vendors, OEM partners, and business associates as required.
• Maintain effective communication on behalf of the Director.
• Documentation & Record Management: Maintain confidential records, files, contracts, and business documents.
• Prepare MOM (Minutes of Meeting) and track action items.
• Organize and maintain digital and physical documentation systematically.
• Travel & Event Management: Arrange travel bookings, accommodation, and itineraries.
• Coordinate business events, client meetings, exhibitions, and conferences.
• Manage hospitality arrangements for visitors and guests.
• Administrative Support: Prepare management reports, dashboards, and presentations.
• Assist in project coordination and execution.
• Monitor task completion and ensure timely updates to the Director.
• Perform any other administrative responsibilities assigned by management.
• Required Qualifications: Graduate in Business Administration, Commerce, Management, or related field. An
• MBA will be preferred.
• 3–8 years of experience as a Personal Assistant, Executive Assistant, or similar role.
• Required Skills: Excellent verbal and written communication skills.
• Strong proficiency in MS Office (Excel, Word, PowerPoint, Outlook).
• Strong organizational and time-management abilities.
• Ability to handle confidential information with discretion.
• Professional personality and interpersonal skills.
• Multitasking and problem-solving capabilities.
• Knowledge of business correspondence and corporate etiquette.

• Key Performance Indicators (KPIs: )Timely scheduling and coordination of meetings.
• Accuracy and quality of reports and documentation.
• Effective follow-up and closure of assigned tasks.
• Maintenance of confidentiality and professionalism.
• Timely communication and stakeholder coordination.
• Efficiency in calendar and travel management.
• Preferred Attributes: Proactive and self-driven.
• High level of integrity and confidentiality.
• Strong attention to detail.
• Ability to work under pressure and meet deadlines.
• Professional appearance and conduct.