Job Purpose
The Personal Assistant to the Managing Director provides high-level administrative and executive support by managing the MD's schedule, coordinating meetings, facilitating communication, tracking key action items, preparing documentation, and ensuring the smooth day-to-day operation of the Managing Director's Office.
The role requires exceptional organizational skills, professionalism, confidentiality, attention to detail, and the ability to anticipate needs while supporting the execution of strategic priorities.
Key Responsibilities
Executive Support:
Manage the Managing Director's calendar, appointments, and travel schedules.
Coordinate internal and external meetings.
Prepare meeting agendas and supporting documents.
Take accurate meeting minutes and circulate action points.
Track completion of agreed action items.
Communication Management:
Manage executive correspondence and emails.
Draft letters, reports, presentations, and business communications.
Serve as a liaison between the MD and internal or external stakeholders.
Ensure timely follow-up on executive directives.
Coordination & Administration:
Coordinate departmental meetings and executive engagements.
Organize travel, accommodation, and logistics.
Maintain confidential records and executive files.
Ensure proper document management and filing.
Project & Task Management:
Monitor the progress of strategic initiatives assigned by the MD.
Follow up with departments on deliverables and deadlines.
Prepare weekly progress reports.
Escalate delays or risks where necessary.
Office Management:
Coordinate visitors and executive appointments.
Ensure meeting rooms and materials are prepared.
Support planning for company events and executive engagements.
Key Performance Indicators (KPIs)
Executive Calendar Accuracy
Meeting Coordination Success Rate
Action Item Completion Rate
Executive Correspondence Response Time
Meeting Minutes Issued Within 24 Hours
Follow-up Completion Rate
Executive Satisfaction Score
Document Accuracy Rate
Scheduling Conflict Rate
Confidentiality & Compliance
Required Skills
Excellent written and verbal communication.
Strong organizational and planning skills.
Time management.
Attention to detail.
Professional discretion and confidentiality.
Problem-solving.
Relationship management.
Ability to multitask.
Strong follow-up skills.
Proficiency in Microsoft Office and Zoho Workplace applications.
Expected Behaviours:
A successful Personal Assistant should:
Be proactive rather than reactive.
Anticipate the MD's needs.
Communicate professionally.
Maintain absolute confidentiality.
Follow through until tasks are completed.
Demonstrate ownership and accountability.
Remain calm under pressure.
Represent the Managing Director and the company professionally.