Position

Personal Assistant (PA)

Department

Executive Office

Reporting To

Managing Director / Director / CEO

Job Summary The Personal Assistant (PA) provides comprehensive administrative and executive support to the Managing Director/Director by managing schedules, coordinating meetings, handling confidential correspondence, organizing travel, maintaining records, and ensuring the smooth execution of daily business operations. The role requires excellent communication, strong organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Key Roles & Responsibilities

Executive Support

- Provide day-to-day administrative support to the Managing Director/Director.
- Manage and maintain the executive's calendar, appointments, and meeting schedules.
- Prioritize appointments and ensure effective time management.
- Coordinate internal and external meetings.

Calendar & Meeting Management
- Schedule meetings, conferences, and appointments.
- Prepare meeting agendas and circulate meeting invites.
- Record Minutes of Meetings (MOM) and follow up on action points.
- Coordinate Monthly Review Meetings (MRM), Quarterly Business Reviews (QBR), and management meetings.

Communication Management
- Screen phone calls, emails, and correspondence.
- Draft professional emails, letters, presentations, and reports.
- Act as the primary point of contact between the executive and internal/external stakeholders.
- Maintain professional communication with clients, consultants, vendors, and government authorities.

Travel & Event Coordination
- Arrange domestic and international travel, including flight bookings, hotel reservations, and transportation.
- Prepare travel itineraries and travel expense reports.
- Coordinate business events, conferences, and official visits.

Documentation & Record Management
- Maintain confidential files, agreements, contracts, and official documents.




- Organize and update digital and physical records.
- Ensure timely renewal of licenses, registrations, and significant documents.
- Maintain executive files with complete confidentiality.

Coordination
- Coordinate with HR, Accounts, Projects, CRM, Sales, Procurement, Legal, and Administration departments.
- Follow up on pending tasks assigned by management.
- Ensure timely submission of departmental reports.
- Track deadlines and ensure timely completion of assigned work.

MIS & Reporting
- Prepare daily, weekly, and monthly MIS reports.
- Maintain management dashboards and trackers.
- Prepare presentations, reports, and business summaries.
- Assist in preparing management review reports.

Office Administration
- Organize meetings, boardrooms, and conference facilities.
- Coordinate with housekeeping and administration for executive requirements.
- Manage office stationery and executive resources.
- Ensure smooth day-to-day office operations.

Confidentiality
- Handle confidential business information with the highest level of integrity.
- Maintain confidentiality of company strategies, financial information, employee records, and management decisions.
- Exercise discretion in all executive matters.

Follow-up & Task Management
- Monitor pending approvals and action items.
- Ensure timely follow-up with internal departments.
- Track project updates and management decisions.
- Prepare daily task lists and status reports for the executive.

Skills Required
- Executive Assistance
- Calendar Management
- Meeting Coordination
- Minutes of Meeting (MOM)
- Professional Communication
- Time Management
- Multitasking
- Documentation Management
- Follow-up & Coordination
- Problem Solving
- Decision Support
- Organizational Skills
- Confidentiality & Integrity

Technical Skills
- MS Excel (Advanced)
- MS Word
- PowerPoint
- Outlook
- Google Workspace
- ERP Software (Preferred)
- Zoom / Microsoft Teams / Google Meet

Qualification
- Bachelor's Degree

📌 Personal Assistant (Pune)
🏢 Millennium Developers
📍 Pune