Executive Assistant To Director

Job Description Personal Assistant to Director

Role: Personal Assistant to Director
Department: Administration / Management
Location: Campus
Reporting To: Director

Job Summary

We are looking for a highly organised and proactive Personal Assistant to the Director to provide comprehensive administrative and coordination support. The role will primarily involve managing the Director’s calendar, scheduling and coordinating meetings, handling incoming and outgoing correspondence, maintaining important documents, and ensuring timely follow-up on key matters.

The ideal candidate should have excellent organisational skills, strong communication abilities, attention to detail, and the ability to handle confidential information professionally.

Key Responsibilities

1. Calendar & Meeting Management

• Manage and maintain the Director’s daily and weekly calendar.
• Schedule, reschedule, and coordinate meetings based on the Director’s priorities and availability.
• Coordinate with internal teams, university representatives, vendors, government officials, and other external stakeholders for meetings.
• Ensure the Director has the required information, documents, and context before each meeting.
• Send meeting invites, reminders, and relevant documents in advance.
• Track important commitments and appointments to avoid scheduling conflicts.

2. Incoming & Outgoing Correspondence

• Manage all inward and outward letters, official communications, notices, and documents addressed to or issued by the Director.
• Maintain a systematic record of incoming and outgoing correspondence.
• Ensure important letters and documents are routed to the appropriate department/person for necessary action.
• Track responses and follow-ups required for important communications.
• Draft basic official correspondence, letters, acknowledgements, and communication on behalf of the Director as required.

3. Document Management

• Maintain and organise important documents, files, reports, agreements, letters, and records related to the Director’s office.
• Ensure documents are properly filed and easily retrievable when required.
• Maintain both physical and digital records.
• Ensure confidentiality and secure handling of sensitive documents.
• Prepare documents and files required for meetings and discussions.

4. Follow-ups & Coordination

• Track action items arising from meetings and discussions involving the Director.
• Coordinate with respective teams to ensure timely completion of assigned actions.
• Follow up on pending matters and provide regular status updates to the Director.
• Escalate important or time-sensitive matters to the Director’s attention.

5. Director’s Office Administration

• Support the Director in managing day-to-day administrative requirements.
• Coordinate appointments and visitors meeting the Director.
• Manage official calls, emails, and correspondence as required.
• Assist in preparing meeting agendas, minutes, presentations, reports, and other documents.
• Support the Director during important meetings, campus visits, events, and official engagements.
• Handle other administrative responsibilities assigned by the Director.

Required Skills & Qualifications

• Bachelor’s degree in Business Administration, Management, Communications, or a related field.
• 1–5 years of experience as a Personal Assistant, Executive Assistant, Administrative Executive, or similar role.
• Excellent calendar and meeting management skills.
• Strong written and verbal communication skills.
• Proficiency in MS Office / Google Workspace, particularly Outlook/Gmail, Calendar, Word/Docs, and Excel/Sheets.
• Strong document management and organisational skills.
• Ability to maintain confidentiality and handle sensitive information.
• Good follow-up and coordination skills.
• Ability to manage multiple priorities and work under tight timelines.

Key Competencies

• Excellent organisational skills
• Strong attention to detail
• Professional communication
• Time management
• Proactive follow-up
• Confidentiality and discretion
• Stakeholder coordination
• Ability to prioritise tasks
• Problem-solving and multitasking ability

Key Performance Indicators (KPIs)

• Accurate and well-maintained Director’s calendar
• Timely scheduling and coordination of meetings
• Proper tracking of inward and outward correspondence
• Timely follow-up and closure of action items
• Efficient document filing and retrieval
• Zero missed meetings, appointments, or critical follow-ups
• Timely communication of important matters to the Director
• Overall efficiency and responsiveness of the Director’s office