Personal Assistant to Managing Director Full Time

JOB DESCRIPTION Position: Personal Assistant to Managing Director
Department: Executive Office / Management Reporting To: Managing Director Location: Manjeri Employment Type: Full-Time
1. Job Purpose
To provide effective executive, administrative, coordination, and business analytics support to the Managing Director, ensuring smooth management of schedules, communications, reports, follow-ups, and business information for effective decision-making.
2. Key Responsibilities Manage the MD’s calendar, appointments, meetings, travel arrangements, and
official engagements. Coordinate with department heads, senior management, customers, vendors,
consultants, and other stakeholders on behalf of the MD. Prepare meeting agendas, minutes, presentations, reports, and management
documents. Track management decisions and action points, follow up with concerned
departments, and provide timely status updates. Collect, consolidate, validate, and analyze business data from various departments. Prepare daily/weekly/monthly MIS reports, dashboards, and management
summaries. Analyze sales, revenue, profitability, expenses, inventory, targets, and
operational performance. Prepare target vs. achievement, variance, trend, and year-on-year/month-on-
month analysis and highlight key deviations. Analyze business performance by product category, region, channel, branch,
territory, or other relevant parameters. Convert business data into meaningful charts, dashboards, presentations, and
actionable insights for management. Support the MD in business reviews, strategic planning, budgeting, forecasting,
and special projects. Identify key trends, risks, opportunities, and areas requiring management attention. Coordinate and consolidate reports required for management review and
decision-making.

Maintain proper documentation and ensure strict confidentiality of management and business information.
Handle official correspondence, emails, calls, and other communications as required.
Perform other duties and special assignments entrusted by the Managing Director.
3. Qualification & Experience MBA Finance or Chartered Accountant 3–7 years of experience as a Personal Assistant, Executive Assistant, Management
Executive, MIS Executive, Business Analyst, or similar role. Prior experience supporting a MD/CEO/Director/Senior Management will be
preferred. Candidates with strong MIS/Data Analytics experience will be given preference.
4. Technical Skills Advanced knowledge of MS Excel including Pivot Tables, XLOOKUP/VLOOKUP,
SUMIFS, charts, and dashboards. Good proficiency in PowerPoint for management presentations. Knowledge of Power BI / Business Intelligence tools will be an advantage. Strong ability to analyze and interpret business data and prepare management
reports.

1. Key Competencies Excellent communication and interpersonal skills. Strong analytical and numerical skills. Excellent coordination, follow-up, and organizational abilities. High attention to detail and accuracy. Proactive, trustworthy, and highly confidential in handling information. Ability to manage multiple priorities and work under pressure. Strong presentation, problem-solving, and decision-making skills. Professional and presentable personality.
2. Key Performance Indicators (KPIs) Accuracy and timely submission of MIS and management reports. Quality of business analysis and insights provided to management. Effective follow-up and closure of management action points. Timely coordination and execution of MD’s requirements. Accuracy, confidentiality, and reliability of management information.

Job Requirements: Executive support, Administrative coordination, Business analytics, Schedule management, Communication management, Report preparation, Follow-up coordination, Data collection, Data consolidation, Data validation, Data analysis, MIS reporting, Dashboard creation, Sales analysis, Revenue analysis, Profitability analysis, Expense analysis, Inventory analysis, Target achievement analysis, Variance analysis, Trend analysis, Year-on-year analysis, Month-on-month analysis, Business performance analysis, Presentation preparation, Strategic planning support, Budgeting support, Forecasting support, Project support, Risk identification, Opportunity identification, Documentation management, Confidentiality, Official correspondence handling, Email management, Call management, MS Excel, Pivot Tables, XLOOKUP, VLOOKUP, SUMIFS, Charts, PowerPoint, Power BI, Business Intelligence tools, Communication skills, Interpersonal skills, Analytical skills, Numerical skills, Organizational skills, Attention to detail, Proactivity, Confidentiality in information handling, Multi-priority management, Pressure management, Presentation skills, Problem-solving skills, Decision-making skills