Job Description

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: ₹18,000.00 - ₹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