Personal Assistant to Managing Director

2 weeks ago

Hyderabad, India Global Tree Full time

Handling Executive Correspondence:

  • Work directly with the Director to support all aspects of his daily routine.
  • Adaptability- Willingness to be flexible and make necessary adjustments when required.


Managing the Calendar of the Executive:

  • Maintain the Director’s calendar, including scheduling meetings, appointments, and speaking engagements. Exercise discretion in committing time and evaluating needs.


Planning and Organizing Meetings:

  • Serve as a liaison between the Director, staff, and the public. This includes receiving and screening the visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
  • Serve as a primary point of contact between the Director and different Departments, including helping to coordinate the work of the different groups and providing administrative support for meetings.
  • Schedule department meetings, and assist in the preparation and distribution of meeting agendas and materials.
  • Attend meetings and take notes of discussions, prepare the initial draft of minutes and summaries.


Handling Executive Correspondence:

  • Assist the Director in the development of presentations and white papers for internal and external audiences.
  • Determine priority of matters of attention for the Director; redirect matters to staff to handle, or handle matters personally, as appropriate.
  • Keep the Director advised of time-sensitive and priority issues, ensuring appropriate follow-up.
  • Routinely perform a wide variety of support duties.
  • Handle printing, mail/overnight packages, copying, filing, and email/messages.
  • Sort and triage mail, maintain e-mail and other address directories.
  • Compose and prepare letters relating to routine correspondence for the Director's signature.


Travel Planning and Logistics:

  • Maintain the Director’s travel plans (may include domestic and international) and arrangements.


Coordinating Between Departments:

  • Coordinate work with other Department Heads as needed; play a key role in coordinating staff efforts both within and outside the departments.
  • Provide coordination, monitoring, and communication of projects and programs managed by the Department and the Department Heads (HOD).
  • Assist in HOD activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.


Conducting Research and Preparing Reports:

  • Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
  • Transcribe source material, prepare documents, reports, tables, and charts, and distribute as appropriate.


Financial Management:

  • Preparation and keeping of weekly, monthly, quarterly, and annual reports of company expenses.
  • Prepare, reconcile, and submit reports.


Handling Confidential Information:

  • Securing all the company’s information on the computer and managing it accurately.
  • Maintain confidential and sensitive information.
  • Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
  • To attend meetings with customers, university representatives, and officers in the absence of the Director.

Requirements and skills:

  • Proven work experience as a Personal Assistant
  • Knowledge of office management systems and procedures
  • MS Office and English proficiency
  • Outstanding organisational and time management skills
  • Up-to-date with latest office gadgets and applications
  • Ability to multitask and prioritize daily workload
  • Excellent verbal and written communications skills
  • Discretion and confidentiality
  • Knowledge on Digital Marketing
  • Should be active on Social Media Platforms

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