Personal Secretary / Assistant To Managing Partner

Overview:

• We are seeking a highly organized, discreet, and proactive Personal Secretary / Assistant to manage day-to-day administrative, operational, and coordination tasks for the Principal
• This role is critical in ensuring time efficiency, smooth execution, and seamless communication across professional and personal priorities.
• The ideal candidate functions as a trusted right hand, capable of independently managing routine work, anticipating requirements, and ensuring follow-through without constant supervision.

Key Responsibilities:
1. Calendar & Schedule Management
Manage and optimize the partner's calendar across business and personal commitments
Schedule meetings, calls, and appointments with appropriate buffers
Coordinate across multiple time zones when required
Share daily agendas and weekly schedule summaries
Proactively flag conflicts and priority clashes

2. Communication Management
Monitor and manage email accounts and messaging platforms
Draft professional responses for approval or send routine communications independently
Screen and prioritize incoming calls and messages
Coordinate follow-ups and maintain communication logs
Act as the first point of contact for external stakeholders when appropriate

3. Task & Follow-Up Management
Maintain structured task trackers (daily / weekly / monthly)
Track commitments made by internal teams, vendors, consultants, and partners
Ensure timely follow-ups and closure of action items
Escalate delays or issues proactively

4. Documentation & File Management
Maintain organized digital filing systems (legal, financial, contracts, HR, personal)
Prepare basic drafts of emails, letters, agreements, and notes
Manage document version control and approvals
Coordinate printing, scanning, signing, and archiving of documents

5. Administrative & Finance Coordination
Track invoices, payments, renewals, and subscriptions
Coordinate with accounts, legal, and compliance teams
Maintain expense records and summary reports
Handle routine bank and vendor follow-ups (non-strategic)

6. Travel & Logistics
Plan and book travel (flights, hotels, ground transport)
Prepare detailed travel itineraries
Coordinate visa documentation where required
Schedule meetings and logistics during travel periods

7. Personal & Household Support
Manage personal appointments and reminders
*Coordinate household vendors and services
Assist with event planning and gift coordination
*Track personal bill payments and renewals

8. Reporting & Updates
Provide daily status updates on pending and urgent matters
Prepare weekly summaries of tasks, follow-ups, and priorities
Maintain a basic decision and reference log for continuity