The Personal Assistant (PA) to the School Director will provide high-level administrative, organizational, and coordination support to ensure the smooth and efficient functioning of the Director’s office. The role requires excellent communication skills, confidentiality, strong organizational abilities, and the capacity to manage multiple tasks and priorities effectively. Key Roles and Responsibilities

1. Administrative Support

- Manage the School Director’s daily schedule, appointments, meetings, and calendar.

- Organize and coordinate meetings, including preparing agendas, documents, and required materials.

- Prepare correspondence, letters, reports, presentations, and other official documents as directed. - Maintain proper records and files related to the Director’s office.

2. Communication & Coordination

- Act as a point of contact between the School Director and internal/external stakeholders.

- Coordinate with Principals, Academic Teams, HR, Administration, Accounts, and other departments for follow-ups and updates.

- Screen and prioritize phone calls, emails, and requests received for the Director.

- Ensure timely communication of instructions and decisions from the Director to the concerned departments.

3. Meeting & Follow-up Management

- Attend meetings when required and prepare Minutes of Meeting (MoM).

- Maintain an action tracker and follow up with concerned employees/departments to ensure timely completion of assigned tasks.

- Provide regular updates to the Director regarding the status of pending matters and key action points.

4. Confidentiality & Documentation





- Handle sensitive and confidential information with the highest level of professionalism and discretion.

- Maintain confidential records, documents, and correspondence securely.

- Ensure proper documentation and filing of important communications and approvals.

5. Travel & Event Coordination

- Assist in coordinating the Director’s travel arrangements, accommodation, and schedules, when required.

- Support in planning and coordinating school events, meetings, official visits, and other activities involving the Director. Construction & Infrastructure Coordination

- Coordinate and monitor ongoing school construction, renovation, and infrastructure development activities on behalf of the School Director.

- Follow up with contractors, engineers, architects, vendors, and internal teams regarding project progress and timelines.

- Maintain a tracker of construction activities, pending works, deadlines, and completion status.

- Conduct regular follow-ups and site visits, as required, and provide timely updates to the School Director.

- Escalate delays, quality concerns, or any issues requiring management intervention.

- Coordinate with the Administration, Purchase, Finance, and Civil teams to ensure smooth execution of construction-related activities.

- Maintain proper documentation of project updates, approvals, quotations, work orders,



and other relevant records.

- Assist the Director in monitoring the timely completion of construction projects while ensuring adherence to approved plans and quality standards. General Support

- Prioritize tasks and manage multiple assignments efficiently.

- Ensure timely reminders for important meetings, deadlines, and commitments.

- Perform any other duties assigned by the School Director from time to time. Required Qualifications

- Bachelor’s Degree in Business Administration, Management, Communications, or a related field.

- Additional qualifications in administration or office management will be an added advantage. Experience -

3–5 years of experience as a Personal Assistant, Executive Assistant, or in a similar administrative role.

- Experience in an educational institution or corporate environment will be preferred.

Skills & Competencies

- Excellent verbal and written communication skills.

- Strong organizational and time-management abilities.

- Ability to maintain confidentiality and exercise sound judgment.

- Proficiency in MS Office, including Word, Excel, PowerPoint, and email management.

- Robust follow-up and coordination skills.

- Ability to work independently and handle multiple priorities under pressure.

- Professional appearance, attitude, and interpersonal skills.

Key Attributes

- Highly dependable and responsible.

- Proactive and detail-oriented.

- Professional and courteous.

- Strong sense of ownership and accountability.

- Ability to work with senior management and maintain confidentiality at all times.

📌 Personal Assistant (Hyderabad)
🏢 Pallavi International School - Singapore Township, Pocharam
📍 Hyderabad