Secretary / Executive Assistant

JOB DESCRIPTION Secretary / Personal Assistant to Director Position Designation: Secretary / Personal Assistant to Director

Department: Director’s Office / Administration

Reporting To: Company Director

Location: Vijayawada

Employment Type: Full-Time

Job Purpose: The Secretary / Personal Assistant to the Director will provide professional, confidential, and efficient administrative and executive support to the Director. The role involves managing the Director’s schedule, communications, meetings, documentation, follow-ups, and day-to-day coordination with employees, clients, business partners, and other stakeholders.

The person in this role is expected to maintain confidentiality, discipline, professionalism, punctuality, and strong coordination while ensuring that the Director’s instructions and assigned tasks are followed up and completed on time.

• Key Responsibilities1. Director’s Daily Schedule & Calendar ManagementManage and maintain the Director’s daily schedule, appointments, meetings, and commitments.
• Coordinate internal and external meetings on behalf of the Director.
• Remind the Director about important meetings, appointments, deadlines, and scheduled activities.
• Prioritize appointments and manage changes in the schedule efficiently.
• 2. Communication ManagementHandle official communication on behalf of the Director as instructed.
• Draft, format, and send professional emails, letters, notices, and other official communications.
• Coordinate with employees, clients, agents, vendors, business partners, and other stakeholders.
• Receive important messages and communicate them to the Director promptly.
• Maintain proper records of important communications and follow-ups.
• 3. Meeting CoordinationSchedule and coordinate meetings involving the Director.
• Prepare required documents, reports, presentations, and information before meetings.
• Take meeting notes/minutes whenever required.
• Maintain a record of decisions, instructions, and action points.
• Follow up with concerned employees or departments regarding pending action items.
• 4. Follow-up & Task CoordinationMaintain a daily list of tasks and instructions assigned by the Director.
• Follow up with concerned employees and departments to ensure timely completion.
• Provide regular status updates to the Director.
• Identify pending tasks and bring important delays or issues to the Director’s attention.
• Ensure that important instructions are communicated accurately without unnecessary delay.
• 5. Documentation & Record ManagementMaintain confidential files, documents, reports, correspondence, and records related to the Director’s Office.
• Organize digital and physical documents systematically.
• Maintain proper records of important meetings, decisions, approvals, and official communications.
• Ensure that confidential information is not disclosed to unauthorized persons.
• 6. Travel & Event CoordinationAssist with travel planning, appointments, meetings, accommodation, and transportation arrangements when required.
• Coordinate schedules for business visits and official events.
• Maintain relevant travel documents and itineraries.
• 7. Office & Administrative CoordinationCoordinate with the Admin and HR Departments regarding matters assigned by the Director.
• Assist in organizing official events, meetings, employee activities, and business engagements.
• Support the Director in maintaining smooth day-to-day administrative operations.
• Assist in preparing reports and information required for management review.
• Confidentiality & Professional ResponsibilityMaintain strict confidentiality regarding the Director’s personal, business, financial, employee, client, and company-related information.
• Do not share confidential information with employees, clients, external persons, or any third party without proper authorization.
• Exercise discretion when handling sensitive documents, communications, meetings, and instructions.
• Maintain professional conduct and protect the reputation and interests of the company.

Daily ReportingThe Secretary / PA should maintain a proper record of:

• Tasks assigned by the Director
• Tasks completed
• Pending tasks
• Important follow-ups
• Meetings and appointments
• Important communications
• Instructions requiring further action

A Daily Work Report should be submitted as per company policy.

• Required SkillsExcellent communication and interpersonal skills.
• Strong organizational and time-management abilities.
• Good written and spoken English.
• Proficiency in MS Office / Google Workspace and professional email communication.
• Ability to prepare reports, letters, presentations, and official documents.
• Strong follow-up and coordination skills.
• Ability to multitask and work under deadlines.
• Good problem-solving and decision-support abilities.
• Professional appearance, behaviour, and communication.
• High level of confidentiality and discretion.
• Preferred QualificationsBachelor’s degree in Business Administration, Management, Commerce, or a related field.
• Previous experience as a Personal Assistant, Executive Assistant, Secretary, Office Administrator, or similar role is preferred.
• Experience working directly with senior management or a company director will be an advantage.

Key Performance ExpectationsThe person appointed to this position will be expected to:

1. Ensure the Director’s schedule is properly organized.
2. Ensure important instructions are communicated accurately.
3. Maintain timely follow-ups on assigned tasks.
4. Ensure meetings and appointments are properly coordinated.
5. Maintain accurate and confidential records.
6. Provide timely updates regarding pending matters.
7. Maintain professional communication with all stakeholders.
8. Support the Director in achieving smooth and efficient day-to-day operations.

Authority & ReportingThe Secretary / Personal Assistant will work directly under the Company Director and will be responsible for coordinating and following up on matters specifically assigned or authorized by the Director.

The PA shall not independently make commitments, approvals, financial decisions, policy decisions, or official representations on behalf of the Director or Company unless specifically authorized.

Core QualitiesConfidentiality | Loyalty | Professionalism | Discipline | Communication | Time Management | Coordination | Accountability | Discretion | Attention to Detail