Personal Assistant to Director

MMI Softwares Pvt. Ltd.; Mathura; On-site; INR 600,000 - 1,200,000; Full time

Job summary

MMI Softwares Pvt. Ltd. in Mathura, India, seeks a highly confident Executive Personal Assistant to work closely with the Director.

This is not a routine admin role; you will think ahead, manage schedules, coordinate people, capture discussions and ensure commitments and follow-ups are never missed. The ideal candidate will possess strong communication, comfort with senior professionals, and the ability to draft messages, notes and action points.

Qualifications

• Experience as an Executive/Personal Assistant or secretary supporting senior leaders.
• Excellent written and spoken English; proficient in Hindi.
• Strong organizational and communications skills with discretion.

Responsibilities

• Manage the Director's calendar, meetings, travel and appointments.
• Take clear notes/minutes, summarize decisions and circulate action items.
• Draft messages and coordinate between departments and external partners.
• Proactively follow up on commitments and maintain confidential information.
• Assist with personal and business scheduling, travel and meeting preparation.

Skills

Calendar management

Meeting coordination

Note taking

Email & messaging

Interpersonal skills

English & Hindi

Discretion

Proactive follow-up

Tech-savvy

Tools

Google Calendar

MS Office

Google Workspace

Video conferencing

WhatsApp

Job description

We are looking for a *highly confident, smart, proactive and well‑spoken Executive Personal Assistant* to work closely with the Director.

This is not a routine administrative role. We are looking for someone who can *think ahead, stay one step ahead of the Director, manage schedules, coordinate people, capture important discussions and ensure that commitments and follow‑ups are never missed.

The ideal candidate should have a strong personality, excellent communication skills and the confidence to interact with senior professionals, business associates, clients, consultants and internal teams.

Key Responsibilities

1. Calendar & Schedule Management
   • Manage the Director's daily calendar, meetings, appointments and travel schedules.
   • Proactively remind the Director about upcoming meetings, commitments and important deadlines.
   • Organize the day efficiently and highlight priority meetings and tasks.
   • Coordinate and reschedule meetings whenever required.
2. Meeting & Conference Call Management
   • Attend important meetings and conference calls with the Director.
   • Take *clear, structured and accurate notes/minutes* during meetings.
   • Capture key decisions, commitments, responsibilities and deadlines.
   • Prepare and circulate meeting summaries and action points.
   • Maintain a follow‑up tracker and ensure pending actions are followed up.
3. Communication & Coordination
   • Communicate confidently with senior management, clients, brokers, consultants, vendors and business associates.
   • Handle calls, WhatsApp messages and emails professionally.
   • Draft messages, emails, meeting notes and other business communication on behalf of the Director.
   • Coordinate between the Director and various departments/teams.
4. Proactive Follow‑Up
   • Track important commitments made by the Director and by others to the Director.
   • Follow up with concerned people without waiting for instructions.
   • Bring pending matters to the Director's attention at the right time.
   • Maintain confidentiality regarding business discussions and personal matters.
5. Personal & Business Assistance
   • Assist the Director in managing both business and selected personal schedules.
   • Coordinate travel arrangements, meetings, events and appointments.
   • Prepare information, documents and presentations required for meetings.
   • Maintain important contacts and information in an organized manner.

What We Are Looking For

• *Very confident, bold and presentable*
• * Excellent in *spoken and written English*
• * Strong in Hindi communication as well
• * Excellent at interpersonal communication
• * Smart, alert and quick at understanding situations
• * *Highly organized and detail‑oriented*
• * Proactive rather than waiting for instructions
• * Comfortable speaking with senior executives and professionals
• * Good at multitasking and handling pressure
• * Able to maintain complete confidentiality
• * Good at taking notes and converting discussions into actionable tasks
• * Tech‑savvy and comfortable with *WhatsApp, Email, Google Calendar, MS Office/Google Workspace and video conferencing*
• * Able to politely but firmly follow up with people
• * Available and flexible when business requirements demand it
• *Confidence | Communication | Intelligence | Proactiveness | Organisation | Discretion | Follow‑up | Professionalism*

We are specifically looking for someone who can *anticipate what the Director may need, remind him before he has to ask, and ensure that important things do not fall through the cracks.*

Candidate Profile

Preferred:

• * 3–7 years of experience as an Executive Assistant, Personal Assistant, Executive Secretary or similar role
• * Prior experience working directly with a Director, Promoter, Founder or Senior Executive will be an advantage
• * Strong command of English and Hindi

Compensation

*Salary:* Competitive and commensurate with experience and capability.

• *The right candidate can expect a high‑responsibility, high‑trust role with significant interaction with senior business stakeholders.*