Personal Assistant to Director

A. Calendar & Time Management

• Manage the Director's daily calendar, appointments and commitments.
• Schedule meetings and ensure appropriate preparation in advance.
• Prioritise appointments based on urgency and business importance.
• Avoid scheduling conflicts and proactively highlight potential issues.
• Maintain a daily and weekly activity plan for the Director.
• Provide reminders and briefing notes before important meetings.
• Ensure adequate time is allocated for travel, preparation and follow-ups.

B. Meeting & Follow-up Management

• Coordinate meetings with senior management, customers, business associates and other stakeholders.
• Prepare meeting agendas, background information and relevant documents.
• Record important decisions, action points and commitments.
• Maintain an Action Tracker for matters assigned by the Director.
• Follow up with concerned executives and departments until closure.
• Provide the Director with regular updates on pending matters.
• Escalate delays, bottlenecks and critical issues promptly.

C. Correspondence & Communication

• Manage and prioritise emails, letters, messages and other correspondence for the Director.
• Draft routine communications, letters, notes and presentations as required.
• Ensure important communications receive timely responses.
• Maintain professional communication with internal and external stakeholders.
• Handle sensitive and confidential information with absolute discretion.

D. Travel Management

• Coordinate domestic and international travel arrangements.
• Manage flight/train bookings, hotels, ground transportation and itineraries.
• Prepare complete travel schedules and supporting documents.
• Coordinate meetings during travel.
• Maintain a consolidated travel calendar.
• Ensure all travel-related requirements are completed before departure.

E. Information & Documentation Management

• Maintain organised digital and physical records.
• Prepare reports, summaries, presentations and MIS as required.
• Collect information from different departments and consolidate it for the Director.
• Maintain confidential files and important documents.
• Ensure important documents are readily available whenever required.
• Use MS Office/Google Workspace and other company systems effectively.