Personal Assistant

Personal Assistant (PA) to Managing Director

Position Title: Personal Assistant to Managing Director

Department: Executive Office

Reporting To: Managing Director (MD)

Location: Patia

1. Job Purpose

To provide comprehensive administrative, organizational, and operational support to the Managing Director, ensuring efficient management of daily schedules, confidential information, communications, and follow-up on key business deliverables across departments.

2. Key Responsibilities . Administrative & Secretarial Support

• Manage and maintain the MD's calendar — scheduling meetings, appointments, travel plans, and conference calls.
• Prepare daily briefing notes, reports, and meeting summaries for MD's review.
• Handle all correspondence (emails, letters, calls) and ensure prompt, professional communication.
• Maintain confidentiality of all sensitive business and personnel information.
• Draft MOMs, circulars, internal communications, and official letters as directed.
• Manage filing systems, documents, and data related to MD's office (digital & physical).

B. Coordination & Follow-Up

• Coordinate with all departments (Sales, Accounts, HR, Service, Finance, Digital Marketing, Admin) for updates and pending action points.
• Ensure timely follow-up and closure of all tasks assigned by MD to department heads.
• Act as the liaison between the MD's office and senior management, ensuring smooth communication flow.
• Track deadlines and ensure accountability on action plans discussed in management meetings.
• Assist MD in planning and reviewing business performance dashboards, KPIs, and KRAs.

C. Meeting & Travel Management

• Organize and prepare agendas, presentations, and documentation for meetings.
• Record and circulate minutes of meetings (MOMs) and follow up on implementation points.
• Plan and coordinate local and outstation travel itineraries, hotel bookings, and logistics.
• Maintain a record of travel expenses and reimbursements as per company policy.

D. Operational & Strategic Assistance

• Support MD in reviewing business operations, sales performance, and administrative reports.
• Assist in data compilation for monthly review meetings, business analysis, and audits.
• Coordinate confidential HR discussions, performance evaluations, and vendor management meetings as required.
• Support the MD in implementation of dealership-wide systems like HRMS, CRM, and process audits.

E. Communication & Presentation

• Prepare professional PowerPoint presentations, business reports, and MIS summaries.
• Handle communication with external stakeholders — OEM officials (Tata Motors), bankers, and business partners.
• Ensure the MD's instructions are communicated clearly and executed timely by concerned teams.

3. Key Skills & Competencies

• Excellent verbal & written communication skills in English and Hindi.
• Strong organizational and time management skills.
• High level of integrity, discretion, and confidentiality.
• Proficiency in MS Office (Excel, Word, PowerPoint, Outlook).
• Ability to multitask, prioritize, and handle pressure.
• Analytical mindset with attention to detail.
• Professional appearance and behavior suitable for senior executive coordination.

4. Qualification & Experience

• Qualification: Graduate / Postgraduate in Business Administration or related field.
• Experience: Minimum 3–5 years of experience as an Executive Assistant / Personal Assistant to Senior Management (preferably in automobile / corporate sector).

5. Reporting & Interface

• Reports To: Managing Director
• Coordinates With: All Department Heads, CFO, GM-Sales, HR, Finance, and OEM Representatives.

6. Performance Indicators (KPIs)

• Timely and accurate completion of assigned tasks.
• Effective follow-up on MD's directives.
• Quality and timeliness of communication and reports.
• Confidentiality and professionalism in handling information.
• Departmental coordination effectiveness and meeting documentation accuracy.

7. Working Conditions

• Office-based role with flexible working hours as per MD's schedule.
• Availability during extended hours for urgent tasks or travel coordination.

8. Remuneration

• Salary: As per industry standards and candidate experience.
• Benefits: Company-provided facilities as applicable to management staff.

Job Type: Full-time

Pay: ₹18, ₹24,000.00 per month

Benefits:

• Provident Fund

Ability to commute/relocate:

• Bhubaneshwar, Orissa: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Preferred - female

Education:

• Bachelor's (Required)

Willingness to travel:

• 100% (Preferred)

Work Location: In person