Personal Assistant To Director

Jay Air System; Bhestan; On-site; INR 400,000 - 750,000; Full time

Job summary

Jay Air Systems Pvt. Ltd. is seeking a capable Personal Assistant to the Director in Surat, Gujarat. The role involves managing the Director’s day-to-day calendar, coordinating internal and external meetings, and handling correspondence with discretion.

The candidate should be organized, proactive, and able to work with senior management across multiple departments. 2–5 years’ experience in similar roles and strong MS Office skills are preferred.

Qualifications

• Graduate in any discipline; MBA/Management advantages.
• 2-5 years of experience in PA/EA roles.
• Experience working directly with Director/Top Management preferred.
• Comfort coordinating with senior management and multiple departments.
• Experience in HVAC/Engineering/Manufacturing or related industries is advantageous.

Responsibilities

• Manage the Director's calendar, appointments, meetings, and schedules.
• Coordinate internal and external meetings for the Director.
• Handle calls, emails, messages and other correspondence on behalf of the Director.
• Prepare agendas, notes, presentations, reports and other documents.
• Maintain records of important documents and communications.
• Follow up with departments on tasks assigned by the Director.
• Coordinate with HR, Accounts, Purchase, Sales, Service, Quotation, Design, and other departments as needed.
• Ensure timely follow-up and provide updates to the Director.
• Assist in preparing MIS reports and management summaries.
• Handle confidential information with discretion and professionalism.
• Arrange travel, accommodation and meetings for the Director.

Skills

Communication skills

Coordination

Time management

English communication

Discretion

Proactivity

Multitasking

Interpersonal skills

Education

Graduate degree

MBA/Management

Tools

MS Office

Job description

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.