Personal Secretary

Job Description – Personal Secretary (Travel Industry)

Position: Personal Secretary (PS)

Department: Corporate Services / Travel Operations / Administration

Reporting To: Director / CEO / Managing Director / Senior Management

Job Summary

The Personal Secretary will provide administrative and executive support to senior management by managing schedules, travel arrangements, meetings, correspondence, documentation, and coordination activities. The role requires excellent organizational, communication, and multitasking skills.

Key Responsibilities

Executive Support

• Manage daily calendars, appointments, and meetings.
• Coordinate schedules for senior management.
• Handle confidential information and documents.
• Prepare reports, presentations, and business correspondence.

Travel Management

• Arrange domestic and international travel bookings.
• Coordinate flight, train, hotel, and transportation reservations.
• Prepare travel itineraries and travel schedules.
• Assist with visa, passport, and travel documentation requirements.
• Monitor travel expenses and maintain records.

Communication Management

• Manage emails, calls, and official correspondence.
• Coordinate with clients, vendors, travel agencies, and business partners.
• Act as a communication link between management and stakeholders.

Meeting Coordination

• Schedule and organize meetings, conferences, and business events.
• Prepare meeting agendas and presentations.
• Record Minutes of Meeting (MOM) and follow up on action points.

Documentation & Reporting

• Maintain executive files, records, and confidential documents.
• Prepare MIS reports and travel expense reports.
• Ensure proper documentation and record management.

Administrative Support

• Coordinate office administration activities.
• Manage visitor appointments and executive hospitality.
• Support event planning and business travel requirements.

Required Skills

1. Excellent communication and interpersonal skills
2. Strong organizational and planning abilities
3. MS Excel, Word, PowerPoint, and Outlook
4. Travel booking and itinerary management
5. Email drafting and correspondence management
6. Time management and multitasking skills
7. Attention to detail and confidentiality

Qualification

• Graduate in any discipline
• Diploma/Degree in Travel & Tourism (Preferred)
• MBA or Business Administration qualification (Preferred)

Experience

3+ years of experience as Personal Secretary, Executive Assistant, Personal Assistant, or Travel Coordinator.

Salary Range (India): ₹35,000 – ₹50,000+ per month, depending on experience, organization, and responsibilities.