Receptionist Personal Assistant

Job Purpose

To provide executive and administrative support to the Director by ensuring effective coordination, communication, scheduling, and execution of organizational priorities.

Position: Executive Assistant

Department: Operations

Location: Preet Vihar- Head Office

Reporting To: Director - Operations

Employment Type: Full-time

Travel Required: Yes, as per organizational requirements

Educational Qualification:

• Bachelor's Degree in Business Administration, Management, Commerce, Humanities, or any related discipline from a recognized university.

• MBA or Postgraduate qualification will be an added advantage

Work Experience:

• Minimum 1–3 years of experience in Executive Assistance, Executive Coordination, Administration, Office Management, or a similar role.

• Experience in the Education, NGO, CSR, or Corporate sector will be preferred.

Key Responsibility Areas (KRAs)

• Manage the Director's calendar, meetings, travel, appointments, and daily priorities.

• Coordinate meetings, prepare agendas, presentations, record Minutes of Meetings (MoMs), and track action items to closure.

• Draft and prepare official correspondence, reports, presentations, proposals, and other executive documents.

• Liaise with internal departments and external stakeholders to ensure seamless communication and coordination.

• Maintain confidential records, documentation, databases, and filing systems.

• Coordinate travel, logistics, official events, and management meetings as required.

• Monitor key deliverables, prepare MIS and status reports, and ensure timely follow-up on decisions.

• Maintain the highest standards of professionalism, confidentiality, and efficient functioning of the Director's Office.

• Perform any other responsibilities assigned by the Director or the Management from time to time.

Key Performance Indicators (KPIs)

• Effective management of the Director's calendar, meetings, and travel schedules.

• Timely preparation of presentations, reports, correspondence, and meeting documents.

• Timely follow-up and closure of action points from meetings.

• Accuracy and confidentiality in documentation and record management.

• Effective coordination with internal departments and external stakeholders.

• Timely response to communication and adherence to organizational timelines.

• Professionalism, discretion, and stakeholder satisfaction.

Special Skills Required

• Excellent written and verbal communication skills in English.

• Proficiency in MS Office (Word, Excel & PowerPoint) and Google Workspace.

• Strong organizational, documentation, and multitasking abilities.

• Excellent drafting, presentation, and minute-writing skills.

• Strong coordination, follow-up, and stakeholder management skills.

• High standards of integrity, confidentiality, and professionalism.

General Expectations

• Maintain the highest standards of professionalism, confidentiality, and discretion.

• Demonstrate exceptional attention to detail, initiative, and ownership of assigned responsibilities.

• Ensure timely coordination, communication, and follow-up on organizational priorities.

• Undertake any additional responsibilities assigned by the Director or the Management from time to time.

• It is a Full Time Receptionist job for candidates with 1 - 4 years of experience.