Personal Secretary - Managing Director (MD)

Job Description :

The Personal Secretary to the Managing Director (MD) provides high-level administrative and executive support, ensuring the efficient operation of the MD's office. This role requires exceptional organizational, communication, and interpersonal skills, along with the ability to handle highly confidential information with the utmost discretion.

Key Responsibilities
Administrative Support

• Manage and maintain the MD's calendar, appointments, meetings, and travel arrangements.
• Schedule internal and external meetings, business reviews, board meetings, and executive engagements.
• Prepare meeting agendas, record minutes, and follow up on action items to ensure timely completion.

Communication & Coordination

• Handle incoming emails, calls, and correspondence on behalf of the MD.
• Act as the primary point of contact between the MD and internal departments, clients, vendors, business partners, and external stakeholders.
• Draft business letters, reports, presentations, memos, and other executive correspondence.

Document Management

• Maintain, organize, and safeguard confidential files, business documents, agreements, and reports.
• Assist in preparing presentations, business reports and executive documentation required by the MD.

Executive & Project Support

• Coordinate strategic projects, business initiatives, and executive meetings as directed by the MD.
• Track action items, monitor deadlines, and follow up with departments to ensure timely completion of assigned tasks.
• Prepare reports and status updates for ongoing projects.

Travel & Logistics

• Organize domestic and international travel, accommodation, transportation, visas (if applicable), and detailed travel itineraries.
• Process travel reimbursements and maintain records of travel-related expenses.

Other Duties

• Provide day-to-day executive and administrative support to the MD, including personal scheduling when required.

Qualifications & Skills

• Bachelor's degree in Business Administration, Management, Commerce, or a related field preferred.
• 5+ years of experience as an Executive Assistant, Personal Secretary, or Personal Assistant supporting senior leadership.
• Excellent written and verbal communication skills.
• High level of discretion, integrity, and professionalism.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational, planning, and time-management skills.
• Ability to multitask, prioritize effectively, and work under pressure.

Preferred Attributes

• Experience supporting a Managing Director, CEO, Founder, or other C-suite executives.
• Strong coordination and stakeholder management skills.
• Excellent follow-up and execution capabilities.