Personal Secretary To Director

Key Responsibilities:

1. Calendar & Schedule Management

• Organize and maintain the executive's daily calendar.
• Schedule meetings, appointments, and events, ensuring no scheduling conflicts.
• Send timely reminders and manage changes/reschedules effectively.

2. Communication Handling

• Draft, review, and respond to emails, letters, and internal communications.
• Screen and manage calls, messages, and requests from internal and external stakeholders.
• Serve as the first point of contact on behalf of the executive.

3. Meeting Coordination & Documentation

• Plan and execute meeting logistics, agenda creation, and presentation material preparation.
• Record minutes of meetings and follow up on actionable items.
• Ensure meetings are productive and well-documented.

4. Travel Arrangements

• Organize comprehensive domestic and international travel plans.
• Book flights, accommodation, transportation, and prepare detailed itineraries.
• Track and manage travel expenses and reimbursement reports.

5. Administrative Support

• Maintain well-organized filing systems for physical and digital documents.
• Handle confidential information with the highest level of discretion.
• Assist with personal errands or administrative tasks as needed.

6. Reporting & Presentations

• Assist in preparing management reports, dashboards, and business presentations.
• Ensure timely submission of MIS reports, expense reports, and other documentation.

7. Interdepartmental Coordination

• Facilitate communication and collaboration across departments.
• Follow up on pending tasks and ensure smooth workflow between teams.
• Act as a liaison between the executive and staff.

8. Time and Priority Management

• Proactively help the executive manage time and prioritize tasks.
• Provide daily briefs on important deadlines, deliverables, and meetings.

9. Event Planning & Support

• Support planning and execution of internal events, townhalls, meetings, and offsites.
• Coordinate logistics and ensure seamless execution.

10. Professional Representation

• Represent the executive in interactions with clients, vendors, and stakeholders.
• Uphold the executive's image and organizational values in all communications.

Desired Candidate Profile:

• Graduate/Postgraduate in any discipline.
• Prior experience of 3+ years in a similar role preferred.
• Strong organizational and time management skills.
• Excellent verbal and written communication.
• High level of integrity, confidentiality, and professionalism.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Comfortable working in a fast-paced, dynamic environment.