Personal Assistant / Executive Secretary

Position: Personal Assistant / Executive Secretary

Department: Management / Administration

Reporting To: Director / Managing Director

Location: Anand

Employment Type: Full-Time

Experience: 2–5 years

About the Role

We are looking for a highly organised, responsible, and proactive Personal Assistant / Executive Secretary to provide direct administrative and coordination support to the Director/Management.

The ideal candidate should be able to manage schedules, coordinate with employees, dealers, customers and external stakeholders, maintain important information and documents, follow up on pending tasks, and ensure that key commitments are completed on time.

This role requires excellent communication, confidentiality, follow-up skills, attention to detail, and the ability to manage multiple priorities simultaneously.

Key Responsibilities

1. Calendar & Schedule Management

- Manage the Director's daily calendar, meetings, appointments and commitments.
- Schedule and coordinate internal and external meetings.
- Ensure the Director is adequately prepared for meetings by arranging relevant documents and information.
- Maintain a daily/weekly schedule and highlight important upcoming activities.

1. Follow-up & Task Coordination

- Maintain a list of pending tasks, commitments and follow-ups.
- Regularly follow up with concerned employees, departments, dealers, vendors and other stakeholders.
- Track deadlines and ensure timely completion of assigned activities.
- Escalate important delays or pending matters to management.
- Prepare daily/weekly pending-task reports.

1. Communication & Correspondence

- Handle routine communication on behalf of the Director when required.
- Draft emails, letters, notices, WhatsApp messages and other business communication.
- Coordinate communication between management and various departments.
- Maintain proper records of important correspondence.

1. Meeting Management

- Schedule meetings and coordinate participants.
- Prepare meeting agendas and required documents.
- Take meeting notes/minutes where required.
- Maintain Minutes of Meeting (MOM) and track action items until completion.

1. Documentation & Record Management

- Maintain confidential documents, reports, agreements and management records.
- Organize digital and physical files systematically.
- Maintain important company information and databases.
- Ensure documents can be quickly retrieved whenever required.
- Handle confidential information with complete discretion.

1. MIS & Reporting





- Prepare and maintain Excel/Google Sheets reports.
- Collect information from different departments and consolidate it for management.
- Prepare daily, weekly and monthly status reports.
- Track sales, payments, targets, projects, pending tasks and other management information as assigned.

1. Coordination with Departments

Coordinate with departments such as:
- Sales
- Service
- Accounts & Finance
- Purchase
- Production
- Marketing
- Dealers & Distributors
- HR & Administration

The PA should ensure that significant instructions from management are communicated clearly and followed through.
1. Travel & Event Coordination

- Coordinate travel arrangements, hotel bookings and transportation when required.
- Prepare travel schedules and itineraries.
- Coordinate meetings, exhibitions, conferences and business events.
- Ensure required documents/materials are arranged before travel or events.

1. Personal Assistance to Director

- Assist the Director with both professional and, where required, routine personal scheduling and coordination.
- Manage appointments and reminders.
- Coordinate personal commitments that require administrative assistance.
- Maintain strict confidentiality regarding personal and business matters.

Required Skills

Essential:

- Excellent verbal and written communication skills.
- Strong organizational and follow-up skills.
- Valuable knowledge of MS Office, particularly Excel, Word and PowerPoint.
- Comfortable using WhatsApp, Email, Google Workspace and online tools.
- Ability to maintain reports and trackers.
- Good typing and documentation skills.
- Robust attention to detail.
- Ability to multitask and prioritise.
- Professional and presentable personality.
- High level of confidentiality and integrity.

Preferred:

- Experience as a Personal Assistant, Executive Assistant, Secretary, Office Coordinator or Management Assistant.
- Experience working directly with senior management/directors.
- Knowledge of basic business operations and MIS.
- Gujarati/Hindi/English communication ability would be an advantage.

Candidate Profile We are looking for someone who is:
- Highly organized
- Proactive rather than reactive




- Good at follow-ups
- Reliable and responsible
- Comfortable dealing with senior management
- Good at remembering and tracking details
- Able to handle pressure and changing priorities
- Discreet with confidential information
- A valuable communicator
- Technology-friendly and willing to learn

Performance Expectations The candidate will be expected to:
- Ensure important appointments and commitments are not missed.
- Maintain an updated task and follow-up tracker.
- Ensure management instructions reach the relevant person.
- Regularly follow up until tasks are closed.
- Provide accurate and timely MIS/reporting.
- Maintain organized documentation.
- Reduce the administrative workload of the Director.
- Maintain complete confidentiality regarding company and personal information.

Key Performance Indicators (KPIs)AreaKPICalendar ManagementNo missed/forgotten important appointmentsTask Follow-upTimely follow-up on assigned tasksTask ClosurePercentage of tasks closed within deadline MIS Accuracy and timely submission of reportsDocumentationProper and easily retrievable recordsCommunicationTimely and professional correspondenceMeeting ManagementProper MOM and action-item trackingConfidentialityZero unauthorized disclosureResponsivenessQuick response to management requirements Coordination Effective coordination across departments

Qualification

Minimum: MBA

Preferred qualifications

- Bachelor's degree in Business Administration, Commerce, Management or a related field.
- Additional certification in Office Administration, Executive Assistant or Secretarial Practice is an advantage.

Experience 2–5 years of relevant experience preferred.

Candidates with strong organizational and communication skills but less experience may also be considered.

Additional benefits may include

- Performance incentives
- Travel allowance, where applicable
- Company benefits as per policy

Important Requirement This position requires a high degree of trust, confidentiality, availability, discipline and ownership. The person should not simply wait for instructions but should proactively identify pending matters, follow up with the concerned people and keep management informed.

The objective of this role is to ensure that the Director's time is used efficiently and that important tasks, commitments and follow-ups do not get missed.

Pay: ₹22,500.00 - ₹32,500.00 per month

Benefits

- Cell phone reimbursement

Education:
- Master's (Required)

Work Location: In person

📌 PA/Secretary (Anand)
🏢 Apogee Precision
📍 Anand