Personal Assistant to MD

Job Objectives

To provide high-level administrative and executive support to the Managing Director, managing schedules, communications, correspondence, and confidential matters efficiently, enabling the MD to focus on strategic priorities and organizational leadership.

Responsibilities and Duties

• Manage the MD's daily calendar, appointments, meetings, and travel schedules.
• Screen and handle incoming calls, emails, and correspondence on behalf of the MD.
• Prepare, draft, and proofread letters, memos, reports, presentations, and other documents.
• Coordinate and organize internal and external meetings, prepare agendas, and record minutes.
• Follow up with department heads and teams on action points and decisions made by the MD.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.
• Coordinate travel arrangements including flight bookings, hotel reservations, and itinerary management.
• Maintain organized filing systems for documents, records, and correspondence.
• Liaise with senior management, clients, government officials, and external stakeholders on behalf of the MD.
• Assist in preparation of presentations, reports, and data required by the MD for meetings.
• Manage office supplies and ensure the MD's office is well-organized and operational.
• Handle any other tasks and responsibilities assigned by the MD from time to time.

Essential Work Activities

• Manage MD's calendar, meetings, and travel arrangements
• Handle correspondence, calls, and communications on behalf of the MD
• Prepare documents, presentations, reports, and meeting agendas
• Follow up on action points and decisions with department heads
• Coordinate with internal teams and external stakeholders
• Maintain confidential records and filing systems

Qualifications

• Bachelor's Degree in any discipline; preference given to graduates in Business Administration, Commerce, or Communication.
• Secretarial practice or executive assistant certification is an added advantage.

Years of Experience

1 to 2 Years of experience as a Personal Assistant, Executive Assistant, or in a similar administrative support role; freshers with strong communication skills and up to 25 years of age may be considered

Person Requirements

• Good communication skills in English, Hindi, and Malayalam — both written and spoken.
• Excellent organizational and time-management skills.
• High level of professionalism, discretion, and confidentiality.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Ability to multitask and manage priorities in a fast-paced environment.
• Pleasant personality, positive attitude, and ability to work under pressure.
• Age limit: Up to 25 years.
• Smart, presentable, and professional appearance.

Communication and Interaction

• Managing Director
• Senior Management Team
• Department Heads
• Clients and External Stakeholders
• Government Officials
• All Staff