Personal Assistant To Director

JOB DESCRIPTION

Personal Assistant to Director

Company: Jay Air Systems Pvt. Ltd.
Location: Surat, Gujarat
Department: Management / Administration
Position: Personal Assistant to Director
Experience: 2-5 Years
Employment Type: Full-Time

About the Role

We are looking for a smart, organized, well-presented, and proactive Personal Assistant to the Director. The candidate will be responsible for managing the Directors day-to-day schedule, communication, meetings, follow-ups, documentation, and coordination with internal departments and external stakeholders.

Key Responsibilities

• Manage the Directors daily calendar, appointments, meetings, and schedules.
• Coordinate and organize internal and external meetings.
• Handle calls, emails, messages, and other correspondence on behalf of the Director when required.
• Prepare meeting agendas, notes, presentations, reports, and other documents.
• Maintain proper records of important documents, communications, and commitments.
• Follow up with different departments on tasks assigned by the Director.
• Coordinate with HR, Accounts, Purchase, Sales, Service, Quotation, Design, and other departments as required.
• Ensure timely follow-up on pending tasks and provide updates to the Director.
• Assist in preparing MIS reports, summaries, and management-related information.
• Handle confidential and sensitive information with complete discretion.
• Arrange travel, accommodation, meetings, and other requirements for the Director when required.
• Coordinate with clients, vendors, consultants, and other external parties on behalf of the Director.
• Maintain a professional relationship with key stakeholders and visitors.
• Monitor important deadlines and ensure timely reminders to the Director.
• Assist the Director in day-to-day administrative and management activities.
• Perform other duties and responsibilities assigned by the Director.

Required Skills

• Excellent communication and interpersonal skills.
• Strong follow-up and coordination skills.
• Excellent time management and organizational abilities.
• Good knowledge of MS Office – Word, Excel, PowerPoint, and Outlook/email.
• Ability to prepare professional reports, presentations, and documents.
• Good English communication, both written and verbal.
• Ability to handle multiple tasks and work under pressure.
• Strong attention to detail.
• Professional personality and presentable appearance.
• Ability to maintain confidentiality and discretion.
• Should be proactive, responsible, and solution-oriented.
• Strong decision-making and problem-solving ability.

Candidate Profile

• Graduate in any discipline; additional qualifications in Business Administration/Management will be an advantage.
• 2-5 years of experience as a Personal Assistant, Executive Assistant, Management Assistant, or similar role.
• Prior experience working directly with a Director/Managing Director/Top Management will be preferred.
• Should be comfortable coordinating with senior management and multiple departments.
• Candidates with experience in HVAC, Engineering, Manufacturing, or similar industries will be an advantage.