Personal Assistant to GMD at Proforce Limited

Job Summary

• The Personal Assistant (PA) to the GMD will provide high-level administrative, organizational, and operational support to ensure the smooth running of the GMD’s office. The role requires exceptional professionalism, discretion, initiative, and the ability to manage complex schedules, communication, and business operations within the automobile manufacturing industry.

Key Responsibilities

Executive Support

• Manage the GMD’s daily schedule, calendar, appointments, and travel arrangements.
• Prepare meeting agendas, minutes, action plans, and follow-ups.
• Screen, prioritize, and respond to emails, calls, and correspondence on behalf of the GMD.
• Assist in planning and coordinating internal and external meetings, conferences, and presentations.

Office & Administrative Management

• Maintain organized filing systems (physical and digital) for confidential documents.
• Draft high-quality letters, memos, reports, and internal communications.
• Coordinate the flow of information between the GMD’s office and various departments.

Business & Operational Support

• Conduct research, prepare briefs, and compile business reports required by the GMD.
• Support the GMD in monitoring project updates, department reports, KPIs, and operational performance.
• Follow up on assigned tasks across departments to ensure execution and timely feedback.

Stakeholder & Relationship Management

• Liaise with internal and external partners, clients, suppliers, and government agencies.
• Represent the GMD’s office with utmost professionalism and confidentiality.
• Manage protocol arrangements for official visits, board meetings, and executive guests.

Automotive Industry-Related Tasks

• Support the GMD with product rollout plans, production updates, and performance dashboards.
• Maintain awareness of automotive market trends, clients, competitors, and regulatory requirements.
• Assist in preparing presentations and reports for automobile exhibitions and industry events.

Requirements & Qualifications

Educational Qualification

• Bachelor’s degree in Business Administration, Secretarial Studies, Management, or related field.
• Additional certifications in Executive Assistance, Office Management, or Business Communication is an added advantage.

Experience

• Minimum of 3–5 years’ experience as a Personal Assistant, Executive Assistant, or Administrative Officer—preferably in an automobile manufacturing or engineering/manufacturing company.
• Proven experience supporting senior executives or top management.

Technical Skills

• Excellent proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Strong research, reporting, and document preparation skills.
• Knowledge of the automobile manufacturing environment is highly desirable.
• Ability to manage multiple priorities and tight deadlines.

Soft Skills

• Strong communication (written and verbal) and interpersonal skills.
• High level of discretion, confidentiality, and professionalism.
• Exceptional organizational, time-management, and multitasking abilities.
• Strong problem-solving skills and attention to detail.
• Emotional intelligence and ability to work in a fast-paced environment.