Personal Assistant to Managing Director

1 month ago

ahmedabad, India Welspun Transformation Services Limited Full time

Job Description

The Assistant Manager, acting as the Personal Assistant to the Managing Director (MD), will be responsible for providing comprehensive support to the MD, CEO's office, and the executive team. This role requires a high level of professionalism, adaptability, and confidentiality. The Assistant Manager will be expected to manage office operations, handle administrative tasks, and assist in decision-making processes.

Responsibilities of Personal Assistant to MD

  • Calendar Management: Organize and maintain the MD's schedule, arrange meetings, appointments, and travel plans. Ensure the MD is well-prepared for every meeting and all engagements are effectively managed.
  • Communication: Act as the primary point of contact for the MD. Handle correspondence, manage incoming calls, emails, and post. Ensure effective and efficient communication within the organization and with external stakeholders.
  • Document Management: Prepare, manage, and store paperwork for the MD like contracts and reports. Assist in creating and distributing memos, letters, emails, and forms.
  • Office Management: Oversee the smooth running of the CEO's office. Ensure office supplies are maintained, relevant records are up to date, and all administrative processes work effectively.
  • Administrative Support: Provide support in decision-making processes, manage budgets, and handle financial reports. Assist in project management and event planning.
  • Office Assistance: Support other staff with general operational tasks. Provide guidance and assistance to other office staff when required.
  • Strategic Thinking: Assist in the development and implementation of operational policies and procedures. Participate in strategic planning and execution of special projects.
  • Emotional Intelligence: Handle sensitive information with utmost confidentiality and integrity. Display empathy and understanding in dealing with staff issues and concerns.
  • Adaptability: Be prepared to take on new challenges and adapt to changing circumstances and priorities at short notice.
  • Trustworthiness: Maintain the highest standards of honesty, integrity, and discretion at all times.
  • IT Proficiency: Utilize project management tools and graphic design software to streamline operations and enhance presentation materials.
  • Customer Service: Provide excellent service to both internal and external customers, ensuring their needs are met promptly and effectively.
  • The Assistant Manager will be expected to perform these duties, and any other job-related tasks as required by the MD.

Functional Competencies

  • Calendar Management: The ability to organize and manage the MD's schedule, ensuring all appointments, meetings, and deadlines are met.
  • Communication: Excellent verbal and written communication skills to liaise with various stakeholders and convey information effectively.
  • Document Management: Proficiency in creating, organizing, and maintaining important documents and records.
  • Office Management: Ability to oversee and ensure smooth operations of the office, including managing resources and facilities.
  • Administrative Support: Providing assistance in various administrative tasks such as answering calls, scheduling meetings, etc.
  • Office Assistance: Assisting in various office tasks to ensure smooth operations and efficiency.

Behavioural Competencies


  • Adaptability: Ability to adjust to changing circumstances and manage multiple tasks simultaneously.
  • Analytical Thinking: The capacity to analyze situations, solve problems, and make decisions.
  • Business Acumen: Understanding of the business and industry to make informed decisions.
  • Conflict Management: Ability to handle and resolve conflicts in a professional manner.
  • Critical Thinking: The ability to evaluate situations critically and make sound decisions.
  • Diplomatic Sensitivity: Ability to handle sensitive situations with diplomacy and tact.
  • Emotional Intelligence: Understanding and managing own emotions and those of others.
  • Transparency: Openness in communication and actions.
  • Strategic Thinking: Ability to plan and strategize for the future.
  • Trustworthiness: Being reliable and trustworthy in all actions and responsibilities.


Good to have skills


  • IT Proficiency: Advanced knowledge of IT, including project management tools and graphic design software.
  • Foreign Language: Proficiency in a foreign language, beneficial for roles involving international communication.
  • Event Planning: Experience in planning and organizing corporate events and meetings.
  • Industryspecific Terminology: Understanding of specific terms and jargon used in the industry.
  • Negotiation and Budgeting: Skills in negotiating and managing budgets.
  • Financial Reporting: Ability to create and understand financial reports.
  • Project Management: Experience in managing and executing projects.
  • Customer Service: Ability to interact with clients and customers effectively.
  • Legal and Compliance Awareness: Basic understanding of legal and compliance issues related to the role.
  • Proactive Attitude: Taking initiative and acting without being asked.
  • Empathy and Discretion: Ability to understand and respect others' feelings and maintain confidentiality.


Employee type

FullTime

Work Location

Ahmedabad

Work Mode

On Site

Qualification

Educational Requirement: Any Graduation

Preferred Qualification:

Department

CEO's Office

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