Secretary / Executive Assistant

*Job Description – Private Secretary*

*Key Responsibilities*

1. Administrative & Executive Support

• Manage the officer’s daily schedule, appointments, meetings, and travel plans.

• Screen and respond to phone calls, emails, letters, and official correspondence.

• Prepare drafts, notes, reports, presentations, and official documents.

• Maintain organised filing systems, records, and confidential files.

• Coordinate meetings, prepare agendas, take minutes, and follow up on action points.

• Track deadlines, monitor pending tasks, and ensure timely completion.

2. Liaison & Coordination

• Coordinate with internal departments, external agencies, clients, and stakeholders.

• Manage visitor protocols, hospitality, and meeting arrangements.

• Assist in organising official events, workshops, and programmes.

3. Confidentiality & Professional Conduct

• Handle sensitive and confidential information with discretion.

• Maintain professionalism, discipline, and decorum in all interactions.

4. Travel & Logistics

• Arrange official travel, accommodation, transportation, and itineraries.

• Ensure all logistical requirements for meetings and events are in place.

*5. Personal Assistance (Within Professional Scope)*

• Assist with personal appointments such as health checkups, social or family events.

• Manage personal reminders including medicine timings, important dates, and renewals.

• Handle basic personal errands (couriers, bookings, bill management, etc.) when assigned.

• Maintain personal documents, receipts, and records in an organised manner.

• Coordinate with household staff, drivers, or service providers when required.

• Arrange personal or family travel on request.

• Support the well-being of the officer by ensuring a comfortable and stress-free work environment