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Personal Assistant to Md

4 weeks ago

Greater Noida, India A L A POLYSTABS PRIVATE LIMITED Full time

**Job Title: Personal Assistant to the MD**

**JOB BRIEF**
- **Job Title **:

- P.A. to MD
- **Department **:

- EXECUTIVE OFFICE
- **Hierarchy Level**:

- Middle Management
- **Gender Preference**:

- **Female** Only
- **Age Preference**:

- 23+ Years
- **Pay Structure**:

- 15-20000/- per month
- **Reporting to**:

- MD
- **Education**:

- Graduation

**Position Summary**: We are looking for an experienced and highly organized Personal Assistant (PA) to provide comprehensive support to the MD. This is a dynamic and demanding role that requires a proactive, highly efficient female individual who can handle a wide range of administrative and personal tasks while maintaining confidentiality. The PA will serve as a key resource, helping to optimize the MD’s time and ensuring that business and personal matters are handled efficiently.

**Key Responsibilities**:

- **Executive Support**:

- Manage the MD’s calendar, schedule meetings, appointments, and coordinate all aspects of the MD’s daily activities.
- Anticipate the MD’s needs, prepare agendas, and ensure that all appointments are well-organized and on time.
- Prepare, review, and organize documents and reports for meetings, ensuring all materials are ready in advance.
- **Communication Management**:

- Liaise with internal and external stakeholders, including senior management, clients, and business partners, factory and office staff on behalf of the MD.
- **Travel & Logistics**:

- Organize and coordinate extensive domestic and international travel arrangements (flights, accommodation, transport, etc.).
- Prepare detailed travel itineraries, ensuring all logistics are accounted for.
- Handle any last-minute changes or adjustments to travel plans as needed.
- **Event & Meeting Coordination**:

- Organize high-level meetings, including board meetings, strategy sessions, and client interactions, ensuring all logistics are in place.
- Record meeting minutes, track action items, and follow up with relevant stakeholders to ensure deadlines are met.
- Plan and execute special events, conferences, or corporate engagements.
- **Project Assistance**:

- Assist the MD in managing projects, including setting up timelines, tracking deliverables, and communicating with other team members.
- Provide administrative support for long-term and short-term business initiatives.
- **Personal Assistance**:

- Manage personal tasks, such as personal appointments, errands, and any special personal requests.
- Ensure that the MD’s personal calendar aligns with professional responsibilities.
- Maintain confidentiality regarding personal matters, financial information, and other private concerns.
- **Office and Administrative Support**:

- Oversee the day-to-day functioning of the MD’s office, including handling office supplies, managing paperwork, and liaising with other team members.
- Perform basic financial and administrative tasks, such as invoice processing or maintaining records.
- **Confidentiality & Discretion**:

- Handle all tasks and sensitive matters with the utmost discretion and professionalism, ensuring the privacy of personal and company information.
- **Special Projects**:

- Take initiative in special projects that may require research, coordination, and execution on behalf of the MD.
- Provide support in strategic decision-making by compiling information and presenting concise reports.

**Required Qualifications**:

- 3+ years of experience as a Personal Assistant or Executive Assistant, ideally supporting a MD or senior executive.
- Minimum Education of Graduation in any discipline
- Exceptional organizational skills, attention to detail, and the ability to prioritize effectively in a fast-paced environment.
- Strong written and verbal communication skills, with the ability to represent the MD professionally at all times.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- High level of integrity, professionalism, and discretion in handling confidential information.
- Proactive, self-starter who is able to work independently while managing multiple tasks and deadlines.
- Excellent interpersonal skills and ability to interact effectively with all levels of the organization.

**Desirable Skills**:

- Ability to anticipate needs and provide solutions before they arise.
- Flexibility in adjusting to rapidly changing schedules or priorities.
- Experience with project management or knowledge of business strategy.
- Familiarity with social media management or public relations.

**Work Environment**:

- Full-time position, based in the MD’s office, with potential for occasional remote work.
- Some travel may be required for business trips and events.

**Job Types**: Full-time, Permanent

Pay: ₹8,086.00 - ₹20,000.00 per month

Schedule:

- Day shift
- Fixed shift

**Education**:

- Bachelor's (required)

**Experience**:

- total work: 3 years (required)

**Language**:

- English (required)

**Location**:

- Greater No