Personal Assistant to Director

Job Title: Personal Assistant (PA) to Director

Location: Vijayawada

Nalanda Educational Institutions, Vijayawada, Andhra Pradesh.

Role Overview:

The Personal Assistant to the Director will act as the primary point of contact and support for all administrative, operational, and digital coordination activities. The role demands strong technical proficiency, professional communication, multitasking ability, and discretion in handling confidential information. The PA will also be responsible for managing digital workflows, maintaining performance dashboards, and supporting data-driven decision-making for the Director's Office.

Key Responsibilities:

1. Administrative & Executive Support

• Manage the Director's calendar, schedule meetings, and coordinate appointments efficiently.
• Draft, proofread, and format professional communications, reports, circulars, and presentations.
• Maintain organized digital and physical filing systems for correspondence, MoMs, and institutional records.
• Handle confidential and sensitive information with utmost integrity and professionalism.
• Coordinate with Principals, HODs, and Administrative Teams across all campuses for seamless information flow.

2. Technical & Digital Coordination

• Prepare, edit, and maintain institutional documents using Microsoft 365 suite (Word, Excel, PowerPoint, Outlook, SharePoint, Teams).
• Design and manage automated workflows using Power Automate / Google Workspace tools for task tracking and approvals.
• Maintain dashboards for academic, HR, admin, admissions, and marketing performance using Google Sheets, Power BI, or Excel pivot analytics.
• Support website content updates, digital form management, and ERP data verification using MCB, Toodles, MCUBE, or similar platforms.
• Assist in compiling digital reports for Management Review Meetings and Board Presentations.

3. Communication & Coordination

• Serve as liaison between the Director's Office and internal departments for project progress tracking.
• Draft formal emails, institutional letters, and minutes of meetings with professional accuracy.
• Follow up on pending tasks, deadlines, and reporting deliverables across departments.
• Support official visits, events, and audits by preparing background notes and summaries.

4. Data & Documentation Management

• Compile data from academic, HR, and financial departments for MIS and decision reports.
• Manage digital archives of circulars, memos, correspondence, and official documentation.
• Track institutional KPIs and prepare summary dashboards for weekly and monthly review.

Technical Skill Requirements:

Category

Required Skills

Office Tools

MS Word (Advanced formatting), MS Excel (Pivot Tables, VLOOKUP, Conditional Formatting), PowerPoint (Institutional Presentations), Outlook (Scheduling & Follow-ups)

Automation & Data Tools

Power Automate, Google Forms, SharePoint, Power BI (Basic dashboards)

ERP & Platforms

MCB, Toodles, MCUBE, or equivalent

Design Support

Basic Canva or PowerPoint visual design skills for presentations/posters

Documentation

PDF management, Digital file organization, Cloud-based document handling

Communication

Professional drafting, formatting, and digital reporting in English

Qualifications:

• Bachelor's degree in Computer Science, Business Administration, or equivalent (Master's preferred).
• Minimum 3–5 years of experience in a similar executive assistant or digital coordination role.
• Strong digital literacy, communication, and time management skills.

Soft Skills:

• High level of confidentiality and organizational discipline.
• Strong problem-solving and analytical thinking.
• Proactive, tech-savvy, and capable of handling multiple priorities under pressure.
• Excellent interpersonal and written communication skills.

Reporting To:

Director, Nalanda Educational Institutions

Work Mode:

On-site, Full-time

Salary: Based on candidate's experience and skills.

Note: Female candidates will be given first priority.

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Job Type: Full-time

Benefits:

• Provident Fund

Work Location: In person