Personal Secretary To Managing Director

Female candidates only

Job description

The PA to the Managing Director must be aware of the organisations aims and objectives and work to help the MD make the best use of his time by assisting in various projects as well as dealing with all secretarial and administrative tasks. The PA will be the first point of contact with both internal and external people. Discretion and confidentiality are essential attributes to be successful at this role.

Main Tasks:

• Electronic Diary management – outlook experience essential
• Booking meetings/appointments
• Business travel – booking flights, hotels, car hire, valet parking etc
• Organising visas
• Arranging visa invitation letters to overseas visitors
• Maintaining MD’s travel log
• Maintaining MD’s planner
• Reconciling monthly expenses
• Check report produced by receptionist for staff sickness/holiday is correct-daily update of sickness absence report
• Fielding calls for MD & taking messages
• Inputting and updating contact details into Outlook
• Organize meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.
• Supervise all Trust incoming/outgoing mail.
• Carrying out research for particular projects as requested by MD
• Organising corporate & staff events
• Assisting with the organisation of exhibitions and possibly attending if required
• Taking minutes at various management meetings & typing up minutes
• Purchasing various items for MD as and when required
• Paying personal bills for MD
• Organising medical/dental appointments
• Assisting MD with personal holiday/events
• Ad hoc paperwork & duties
• Willing to travel out station as per requirement.
• Any other duties as may reasonably be required by the Director.

Technical & essential Skills

• Knowledge and experience with complex travel and flight itineraries, particularly international travel/hotel bookings
• Experience of working for Directors/Senior Management
• Excellent Diary Management with the ability to pre-empt and look ahead at all times
• Essential experience in Microsoft Office- Outlook/Word/Excel/Power point
• Excellent attention to detail, with the ability to maintain a high level of accuracy.
• Ability to work on own initiative.
• Ability to deal with sensitive information with discretion and to maintain confidentiality.

Interpersonal Skills

• Ability to multitask and experience of dealing with a demanding role and high-level workload
• Ability to prioritise work and manage time effectively and be proactive
• Excellent Organisational skills
• Communication skills – the ability to communicate well at all levels
• Demonstrate a professional manner at all times and possess the ability to remain calm under pressure
• Self-motivated
• Ability to maintain a high level of discretion

Job Type: Full-time

Pay: ₹25,000.00 - ₹35,000.00 per month

Benefits:

• Cell phone reimbursement
• Leave encashment
• Paid sick time
• Provident Fund

Schedule:

• Day shift

Supplemental pay types:

• Performance bonus

Education:

• Bachelor's (Preferred)

Experience:

• total work: 3 years (Preferred)

Language:

• English (Preferred)

Willingness to travel:

• 25% (Preferred)

Work Location: In person