We are looking for a well-organized, proactive, and detail-oriented Personal Assistant / Executive Assistant to provide administrative and operational support to the Director. The candidate will be responsible for managing the Director’s calendar, scheduling meetings, booking flights and hotels, handling travel arrangements, processing bills and expense claims, and coordinating with internal teams and external stakeholders.

The ideal candidate should have excellent communication, time-management, coordination, and organizational skills, along with the ability to handle confidential information professionally.

Key Responsibilities

1. Calendar and Schedule Management

- Manage and maintain the Director’s daily calendar, appointments, and meetings.
- Schedule meetings, conference calls, and business appointments.
- Send meeting invitations, reminders, and follow-ups.
- Coordinate schedules with internal teams, clients, vendors, and business associates.
- Prioritize appointments and manage schedule changes efficiently.

2. Travel and Flight Bookings

- Arrange domestic and international flight bookings, as required.
- Book hotels, cabs, and other transportation.
- Prepare travel itineraries and share all booking details with the Director.
- Manage travel changes, cancellations, rescheduling, and refunds.
- Ensure all travel arrangements are completed within the approved budget.

3. Billing and Expense Management

- Collect, verify, and process travel bills, hotel bills, cab bills, and other business expenses.
- Maintain records of invoices, receipts, payment details, and expense statements.
- Coordinate with the Accounts and Finance teams for bill submission, reimbursements, and payments.
- Track expenses against approved budgets and follow up on pending bills.
- Maintain proper documentation of all expenses.

4. Administrative and Office Coordination

- Handle emails, phone calls, correspondence,



and follow-ups on behalf of the Director, wherever required.
- Prepare meeting agendas, reports, presentations, and other documents.
- Maintain confidential files, records, and important documents.
- Coordinate with departments to ensure timely completion of assigned tasks.
- Remind the Director about key deadlines, commitments, and pending activities.

5. Meeting and Follow-Up Management

- Organize internal and external meetings.
- Record meeting minutes and action items, where required.
- Follow up with concerned team members on pending tasks and commitments.
- Ensure timely communication and closure of assigned action points.

6. Confidentiality and Professionalism

- Maintain strict confidentiality of business, financial, and personal information.
- Handle sensitive documents and communications with discretion.
- Demonstrate professionalism, reliability, and a service-oriented attitude.

Required Qualifications and Skills

- Graduate in any discipline.
- 2–7years of experience as a Personal Assistant, Executive Assistant, Management Assistant, or Administrative Executive.
- Proficiency in MS Office, especially Outlook, Excel, Word, and PowerPoint.
- Experience with calendar management, travel bookings, expense tracking, and invoice coordination.
- Excellent written and verbal communication skills.
- Strong organizational skills and attention to detail.
- Ability to multitask, prioritize work, and meet deadlines.
- Professional conduct and the ability to handle confidential information.
- Good coordination, follow-up, and problem-solving skills.

Preferred Candidate Profile

- Previous experience supporting a Director, CEO, Business Head, or Senior Management.
- Experience coordinating with Accounts, Finance, HR, and external vendors.
- Ability to work independently and anticipate the Director’s requirements.
- Flexible, dependable, and comfortable handling urgent schedule changes.

Pay: ₹12,000.00 - ₹30,000.00 per month

Work Location: Remote

📌 Personal Assistant / Executive Assistant to the Director (Sahakar Nagar)
🏢 Ecowood
📍 Sahakar Nagar