Personal Assistant (PA) - Directors Office

Location: Ahmedabad

Job Type: Full time

Experience: 3–6 Years

Reporting To: Director / Management

Role Overview

We are looking for a highly organized, proactive, and adaptable Personal Assistant / Executive Assistant to work closely with the Director and support them across business, personal, administrative, and cross-functional activities.

This is a high-responsibility, dynamic role requiring excellent communication, coordination, confidentiality, and execution skills. The candidate will frequently travel with the Director, attend meetings, coordinate with internal and external stakeholders, and ensure that tasks and follow-ups are completed efficiently.

The ideal candidate should be someone who can manage multiple priorities independently, anticipate requirements, and act as a reliable extension of the Director.

Key Responsibilities

1. Executive & Personal Assistance

- Manage the Director’s daily schedule, calendar, appointments, meetings, and commitments.
- Coordinate travel arrangements, itineraries, hotel bookings, transportation, and meeting schedules.
- Accompany the Director on domestic and business travel as required.
- Maintain meeting schedules and ensure timely reminders and follow-ups.
- Handle confidential documents, information, and communications with complete discretion.
- Assist the Director with day-to-day personal and skilled requirements.

2. Communication & Coordination

- Act as a key communication link between the Director and employees, management, clients, vendors, consultants, and other stakeholders.
- Draft, review, and coordinate emails, messages, presentations, reports, and other business communications.
- Follow up with concerned teams and individuals on behalf of the Director.




- Ensure important instructions and decisions are communicated accurately and followed through.

3. Cross-Functional Management

- Coordinate with HR, Sales, Marketing, Accounts, Operations, Production, Purchase, E-commerce, CRM, and other departments.
- Track assigned tasks and ensure timely completion.
- Follow up on pending activities and provide status updates to the Director.
- Coordinate inter-departmental meetings and discussions.
- Identify delays or gaps and proactively escalate them to the Director.

4. Meeting & Business Support

- Prepare meeting agendas, documents, presentations, and relevant information.
- Attend meetings with the Director when required and record key action points.
- Maintain an Action Tracker and ensure closure of assigned tasks.
- Coordinate with internal and external stakeholders before and after meetings.
- Support the Director in preparing for business discussions, reviews, and presentations.

5. Travel & On-Ground Support

- Travel with the Director for business meetings, conferences, events, exhibitions, client meetings, and other engagements.
- Manage travel schedules and ensure smooth coordination during trips.
- Coordinate with clients, partners, vendors, and teams during business visits.
- Be comfortable with frequent travel and flexible working requirements based on business needs.

6. Follow-Ups & Execution

- Maintain daily/weekly task trackers for the Director.




- Follow up rigorously on pending tasks and commitments.
- Ensure deadlines are monitored and met.
- Prepare regular status updates and MIS reports where required.
- Take ownership of tasks from instruction to completion rather than simply passing information between teams.

Required Skills & Competencies

- Excellent verbal and written communication skills.
- Strong organizational and time-management abilities.
- Exceptional follow-up and coordination skills.
- Ability to multitask and work under pressure.
- Strong attention to detail.
- Professional personality and excellent interpersonal skills.
- High level of confidentiality, maturity, and discretion.
- Proficiency in MS Office / Google Workspace, Excel, PowerPoint, email, and scheduling tools.
- Ability to prepare professional presentations, reports, and trackers.
- Strong problem-solving and decision-making ability.
- Ability to work independently with minimal supervision.
- Willingness to travel frequently with the Director.

Ideal Candidate The ideal candidate is not limited to traditional PA/EA responsibilities. This position requires someone who can move between executive assistance, business coordination, communication, follow-ups, travel management, and cross-functional execution with ease. We are looking for someone who is:

- Proactive • Responsible • Highly Organized • Well-Connected • Presentable • Adaptable • Confidential • Result-Oriented

Key Requirement

Frequent travel with the Director is an integral part of this role. Candidates must be comfortable with travel and flexible schedules. Work Hour: Monday-Saturday (10:00 A.M – 06:30 P.M)

Contact:

Mobile – (phone hidden)

E-Mail: [email protected]

📌 Personal Assistant (Ahmedabad)
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