Personal Assistant to JMD

JITO; Indore District; On-site; INR 350,000 - 550,000; Full time

Job summary

JITO is seeking an entry-level Personal Assistant to the Managing Director to provide high-level administrative support, manage schedules, coordinate meetings, and handle confidential communications. You will play a pivotal role in ensuring the MD’s day runs smoothly with precise calendar control and proactive communication.

The role includes arranging domestic and international travel, preparing reports, and liaising with multiple departments to support decision-making.

Qualifications

• Entry-level administrative experience is preferred.
• Strong organizational and communication skills are essential.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage the MD's daily calendar, appointments, and meetings.
• Prioritize and coordinate the MD's schedule efficiently.
• Screen phone calls, emails, and correspondence.
• Prepare daily agendas and briefing notes for meetings.
• Follow up on action points and ensure timely completion.
• Coordinate internal and external meetings and events.
• Draft professional emails, letters, and presentations.
• Liaise with clients, vendors, and government authorities.
• Arrange domestic and international travel and prepare itineraries.

Skills

Executive support

Calendar management

Email handling

Travel coordination

Job description

Job Type: FullTimePermanent

Work Mode: Onsite

Experience: EntryLevel

The Personal Assistant to the Managing Director is responsible for providing high-level administrative, organizational, and confidential support to the MD. The role includes managing schedules, coordinating meetings, handling correspondence, preparing reports, arranging travel, and ensuring the smooth functioning of the MD's office.

Responsibilities

Executive Support

• Manage the MD's daily calendar, appointments, and meetings.
• Prioritize and coordinate the MD's schedule efficiently.
• Screen phone calls, emails, and correspondence.
• Prepare daily agendas and briefing notes for meetings.
• Follow up on action points and ensure timely completion.

Meeting & Event Coordination

• Schedule internal and external meetings.
• Prepare meeting agendas, presentations, and supporting documents.
• Record meeting minutes (MOM) and circulate them to stakeholders.
• Track pending tasks and follow up with departments.
• Coordinate conferences, seminars, and business events.

Communication Management

• Draft professional emails, letters, reports, and presentations.
• Handle confidential communications on behalf of the MD.
• Liaise with clients, vendors, government authorities, and business associates.
• Coordinate with all departments for information and updates.

Travel & Logistics

• Arrange domestic and international travel.
• Book flights, hotels, transportation, and meeting venues.
• Prepare travel itineraries and expense reports.
• Ensure all travel documents are available.

Documentation & Record Management

• Maintain confidential files, contracts, and important documents.
• Organize physical and digital records.
• Prepare business reports, presentations, and MIS reports.
• Maintain proper document filing and retrieval systems.

Administrative Responsibilities

• Coordinate office administration related to the MD's office.
• Monitor deadlines and project timelines.
• Assist in preparing budgets, proposals, and presentations.
• Manage office supplies and executive office requirements.

Coordination & Follow-up

• Coordinate with department heads on behalf of the MD.
• Track progress of assigned projects and initiatives.
• Ensure timely execution of management decisions.
• Maintain effective communication across teams.

Confidentiality

• Handle sensitive business information with complete confidence.