Personal Assistant - Director

Key Responsibilities

Personal Assistance & Executive Support

• Manage the CMDs schedule, including meetings, appointments, and calendars.
• Handle correspondence, emails, and phone calls, responding on behalf of the CMD when required.
• Prepare agendas, minutes, and reports for meetings.
• Maintain accurate and organized records, files, and important documents.
• Draft, proofread, and edit official documents and presentations.
• Ensure confidentiality and handle sensitive information with discretion.
• Follow up on tasks assigned by CMD to teams, ensuring timely completion.
• Provide timely updates on deadlines, commitments, and key priorities.
• Maintain and update contact records for exhibitions and in-office databases.
• Oversee CMD’s lunch coordination – ordering, billing, and arrangements.
• Keep CMD’s laptop & iPad updated with necessary software and documents.
• Handle event and exhibition registrations and maintain related records.
• Manage Westin samples record (past and current).
• Coordinate travel arrangements, including ticketing, web check-in, hotels, and transport.
• Oversee billing of tickets through credit cards, company accounts, or reimbursements.
• Coordinate with the CYM team for approvals and formalities.
• Arrange complimentary room bookings & formalities for guests at CYM.
• Cross-check billing of owner’s account in CYM.
• Maintain records and invoices of travel expenses to assist the accounts team.

Administrative Support

• Monitor and reorder housekeeping stock (garbage bags, toilet rolls, tissue papers).
• Check and order CMD’s personal items (pens, mukhwas, miscellaneous).
• Maintain records of SIM cards and cross-check recharges.
• Process international SIM cards & recharges as needed.
• Arrange and track gifting, bouquets, and special deliveries.
• Plan and coordinate birthday arrangements for CMD and key stakeholders.
• Manage travel arrangements for in-office consultants and employees.
• Update and maintain the office extension list.
• Handle miscellaneous orders for office needs.
• Assist in organizing Diwali events, Annual Day, and company celebrations.

Required Skills & Qualifications

✅ Time Management & Organization – Ability to manage multiple priorities efficiently.
✅ Communication & Coordination – Strong verbal and written communication skills.
✅ Confidentiality & Discretion – Trusted to handle sensitive information responsibly.
✅ Attention to Detail – Accuracy in managing records, documents, and financial transactions.
✅ Proficiency in Technology – Familiarity with MS Office, travel booking platforms, and digital tools.
✅ Problem-Solving Skills – Ability to anticipate needs and proactively address issues.
✅ Multitasking & Adaptability – Capability to handle both executive and administrative tasks seamlessly.

📩 Apply now and be a part of an exciting, fast-paced work environment!