Personal Secretary

Purpose of the RoleTo provide comprehensive administrative, secretarial, coordination, and communication support to the Managing Director, ensuring effective management of schedules, meetings, correspondence, travel, and confidential business matters.

• Key Responsibilities

1. Executive Calendar ManagementManage the MD's daily, weekly, and monthly calendar.

• Schedule and coordinate internal and external meetings.
• Prioritize appointments and manage changes effectively.
• Remind the MD of important meetings, deadlines, and commitments.

2. Correspondence & CommunicationDraft, review, and manage emails, letters, reports, and presentations.

• Screen incoming calls and correspondence.
• Act as the primary point of contact between the MD and internal/external stakeholders.
• Maintain professional communication on behalf of the MD.

3. Meeting CoordinationArrange Board Meetings, Management Meetings, and Client Meetings.

• Prepare agendas, presentations, and supporting documents.
• Record minutes of meetings and track action items.
• Follow up with departments on pending tasks and commitments.

4. Travel & LogisticsArrange domestic and international travel.

• Coordinate flight bookings, hotel reservations, visa requirements, and local transportation.
• Prepare travel itineraries and briefing documents.

5. Documentation & Record ManagementMaintain confidential files, agreements, contracts, and records.

• Organize digital and physical documentation.
• Ensure proper filing and retrieval of important documents.

6. Coordination with DepartmentsFollow up with Finance, HR, Operations, Projects, Legal, and other departments on behalf of the MD.

• Track progress of strategic initiatives and projects.
• Prepare status reports and management summaries.

7. Confidentiality & ComplianceHandle sensitive information with strict confidentiality.

• Ensure documents and communications are managed securely.
• Assist in maintaining corporate governance documentation where required.

8. Event & Visitor ManagementCoordinate meetings with clients, investors, consultants, and government officials.

• Manage VIP visits and corporate events involving the MD.
• Ensure proper hospitality arrangements.

9. MIS & ReportingPrepare management reports, dashboards, and presentations.

• Maintain action trackers and follow-up reports.
• Compile information required by the MD for decision-making.
• Desired SkillsExcellent written and verbal communication.
• Strong drafting and correspondence skills.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking abilities.
• Ability to maintain confidentiality and professionalism.
• Good interpersonal and stakeholder management skills.
• Knowledge of corporate office procedures and etiquette.