Personal Assistant to Managing Director

Company Description

IAN Institute of Rehabilitation and Research is a leading multi-specialty hospital dedicated to providing comprehensive rehabilitation services for differently-abled children. With over a decade of experience, the institute is renowned for its team of expert doctors, therapists, and rehabilitation specialists. It offers patient-centered care for physical, mental, and neurological rehabilitation, focusing on conditions such as Cerebral Palsy, Autism, Down Syndrome, genetic, and other physical or neurological issues. The institute is equipped with state-of-the-art facilities to deliver exceptional rehabilitation services.

Position Overview

The Personal Assistant (PA) to the Managing Director is responsible for providing high-level administrative, operational, and coordination support to ensure the smooth and efficient functioning of the MD's office. The role demands confidentiality, professionalism, superior communication, and the ability to manage multiple tasks under pressure.
2. Key ResponsibilitiesA. Executive Support

• Manage the MD's daily calendar, appointments, meetings, and travel schedules.
• Coordinate internal and external meetings, including preparing agendas, minutes, and follow-up actions.
• Screen emails, calls, messages, and prioritize communication for the MD.
• Prepare presentations, reports, proposals, and official correspondence.

B. Administrative Management

• Maintain and organize confidential files, documents, and records.
• Handle daily office operations related to the MD's activities.
• Follow up with departments on tasks assigned by the MD and ensure timely completion.
• Manage expense reports, reimbursements, and budgeting for MD's office.

C. Communication & Coordination

• Act as a key point of contact between the MD and management teams, partners, clients, and stakeholders.
• Draft professional letters, memos, circulars, notices, and email responses.
• Maintain strong coordination with external agencies, consultants, and business partners.

D. Project Support & Monitoring

• Assist in monitoring ongoing projects and preparing progress updates for the MD.
• Collect data, perform basic analysis, and prepare summary reports.
• Track deadlines and ensure compliance with MD's directives.

E. Personal Support (As Required)

• Manage personal tasks, travel, and appointments of the MD (when delegated).
• Handle confidential personal documentation with high discretion.

3. Skills & CompetenciesCore Skills

• Excellent communication skills (English + local language).
• Strong organizational and time-management abilities.
• Proficiency in MS Office (Word, Excel, PowerPoint), Google Workspace, and email systems.
• High level of discretion, integrity, and confidentiality.

Professional Competencies

• Ability to multitask and work under pressure.
• Strong interpersonal skills and ability to interact with senior stakeholders.
• Problem-solving skills and proactive working style.
• Attention to detail and accuracy in documentation.

4. Qualifications & Experience

• Bachelor's Degree in Business Administration, Management, or related field.
• Minimum
  3–5 years of experience
  as a PA/Executive Assistant or similar role.
• Experience working with senior leadership, directors, or CEOs preferred.
• Experience in healthcare, hospital administration, or corporate offices is an added advantage (optional).

5. Working Hours

• Standard office hours with flexibility to work extended hours when required.
• Availability for travel or off-site meetings if necessary.

6. Compensation

• Attractive salary package based on qualification and experience.
• Additional benefits as per company policy.

7. Key Attributes

• Professional appearance and behaviour.
• Loyal, dependable, and trustworthy.
• Strong commitment to deadlines and confidentiality.
• Ability to represent the MD effectively in all communication.