Personal Secretary

Key Responsibilities

• Calendar & Schedule Management: Organize daily, weekly, and monthly appointments, coordinate internal/external meetings, and proactively resolve scheduling conflicts.
• Communication & Correspondence: Screen incoming calls, emails, and inquiries; draft responses, memo reports, and professional correspondence on behalf of the executive.
• Travel Coordination: Plan and arrange complex domestic and international travel itineraries, including flights, hotels, visas, and ground transportation.
• Document & Record Management: Prepare documents, presentations, agendas, and minutes for board or strategic meetings; maintain confidential files and filing systems.
• Event & Meeting Planning: Coordinate logistics for business meetings, conferences, client dinners, and internal events (venue booking, catering, AV equipment).
• Expense & Task Tracking: Track business expenses, compile reimbursement reports, manage budgets, and follow up on pending action items with key stakeholders.

Personal Support: Assist with personal administrative duties as requested (e.g., managing household vendors, personal reservations, family travel).

Key Skills & Competencies

• Discretion & Confidentiality: Absolute integrity when handling sensitive business or personal information.
• Time Management: Exceptional organizational skills with a strong ability to prioritize tasks under tight deadlines.
• Communication: Excellent verbal and written communication skills; professional etiquette.
• Problem-Solving: Proactive attitude with strong foresight to anticipate needs and resolve issues independently.
• Adaptability: Ability to stay calm and composure under pressure in a fast-paced environment.