PA to the director

Job Description:

The Personal Assistant to the Director provides high-level administrative and secretarial support to ensure efficient management of the Director’s office. This role involves handling confidential matters, managing schedules, coordinating meetings, preparing correspondence and documents, and acting as a point of contact between the Director and internal/external stakeholders.

Key Responsibilities:

1. Executive Support

• Manage the Director’s calendar, appointments, and travel arrangements.

• Schedule and coordinate meetings, conferences, and events.

• Prepare agendas, minutes, and presentations for meetings.

• Handle correspondence, emails, and phone calls on behalf of the Director.

• Draft, review, and proofread reports, letters, and other official documents.

2. Communication & Coordination

• Serve as a liaison between the Director and internal teams, clients, partners, and external agencies.

• Maintain professionalism and strict confidentiality in all communications.

• Coordinate with department heads to ensure smooth information flow and task follow-up.

3. Office & Administrative Management

• Maintain office files, records, and documentation systems.

• Assist in preparing budgets, reports, and MIS data as required by the Director.

• Monitor deadlines, follow up on pending actions, and ensure timely completion.

4. Travel & Logistics

• Arrange domestic and international travel, including visas, accommodation, and transport.

• Prepare travel itineraries and manage reimbursements/expense claims.

5. Strategic & Project Assistance

• Support the Director in planning, research, and implementation of strategic initiatives.

• Prepare background materials, briefs, and summaries for meetings or presentations.

• Track progress on key organizational projects and initiatives.

Qualifications & Skills:

• Bachelor’s degree (Business Administration, Management, or related field preferred).

• Experience as an Executive Assistant/PA in a senior management setting.

• Excellent written and verbal communication skills.

• Strong organizational and multitasking abilities.

• High degree of discretion and professionalism.

• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting tools (Zoom/Teams).

• Ability to work under pressure and manage competing priorities.

Key Attributes:

• Integrity and confidentiality.

• Attention to detail and accuracy.

• Proactive and solution-oriented.

• Strong interpersonal and time management skills.

• Professional appearance and demeanor.