Personal Assistant to Managing Director

3 weeks ago

Ahmedabad, India West Coast Pharmaceuticals Works Limited Full time

Position Overview:

We are seeking a competent and proactive Personal Assistant to provide personalized administrative support to our Managing Director. The ideal candidate will have excellent organizational and communication skills, be able to anticipate the needs of the Managing Director, and handle various tasks efficiently to ensure smooth operations and productivity.


Responsibilities:

  1. Calendar Management: Effectively manage the Managing Director's calendar, scheduling appointments, meetings, and travel arrangements as needed. Coordinate and prioritize commitments based on importance and urgency.
  2. Communication: Serve as the primary point of contact between the Managing Director and internal/external stakeholders. Handle phone calls, emails, and other correspondence promptly and professionally. Filter and prioritize messages and requests.
  3. Travel Coordination: Arrange travel itineraries, including flights, accommodations, and transportation, ensuring all arrangements align with the Managing Director's preferences and schedule. Prepare detailed travel agendas and provide necessary documentation.
  4. Meeting Support: Prepare agendas, documents, and presentations for meetings attended by the Managing Director. Take minutes and follow up on action items as required. Coordinate meeting logistics and ensure all necessary resources are available.
  5. Administrative Tasks: Assist with various administrative tasks, including document preparation, filing, expense tracking, and data entry. Handle confidential information with discretion and maintain organized filing systems.
  6. Project Support: Provide support to ongoing projects by conducting research, compiling data, and preparing reports as directed by the Managing Director. Coordinate with team members and external partners as necessary.
  7. Relationship Management: Cultivate positive relationships with clients, partners, and colleagues on behalf of the Managing Director. Represent the Managing Director professionally in all interactions and maintain a high level of confidentiality.
  8. Special Projects: Undertake special projects and assignments as delegated by the Managing Director, demonstrating flexibility and willingness to adapt to changing priorities.


Qualifications:

  • Proven experience as a Personal Assistant, Executive Assistant, or similar role, preferably supporting senior executives.
  • Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively.
  • Strong written and verbal communication skills, with a high level of professionalism and attention to detail.
  • Proficiency in office software and tools, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
  • Discretion and confidentiality in handling sensitive information.
  • Ability to work independently with minimal supervision and as part of a team.
  • Bachelor's degree in business administration, management, or related field preferred.


Additional Requirements:

  • Availability to work flexible hours and occasional overtime as needed.
  • Professional demeanor and appearance.
  • Willingness to adapt to the dynamic needs of the Managing Director and the organization.


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