Personal Secretary To Managing Director

Responsibilities:

1. Provide high-level executive, administrative and personal-office support to the Managing Director.

2. Accompany the Managing Director on domestic and international business travel, with approximately 80% travel expected.

3. Manage the MD’s calendar, appointments, meetings and commitments across multiple time zones.

4. Schedule and coordinate meetings with senior executives, investors, clients, government officials, business partners and other stakeholders.

5. Maintain a rolling 7–30 day calendar and proactively identify scheduling conflicts.

6. Prepare daily schedules, meeting agendas, briefing notes and required documents for the MD.

7. Maintain an action tracker and follow up with relevant executives and departments on pending matters.

8. Manage and prioritise incoming calls, emails, messages and requests for the MD.

9. Draft routine emails, letters and professional correspondence on behalf of the MD.

10. Maintain strict confidentiality regarding business, financial, personal, strategic and travel-related information.

11. Coordinate domestic and international flights, hotels, airport transfers, chauffeurs and other transportation requirements.

12. Prepare detailed multi-city and multi-country travel itineraries.

13. Monitor flight schedules, delays, cancellations and other travel disruptions and arrange alternatives when required.

14. Maintain passport, visa, immigration and travel-documentation records and proactively track expiry dates.

15. Prepare travel briefing packs containing itineraries, meetings, contacts, transportation and other relevant information.

16. Coordinate VIP airport services, hotel arrangements and ground transportation where required.

17. Coordinate meetings and schedules across India, Europe, Middle East, Asia, North America and other international markets.

18. Assist the MD during conferences, business summits, investor meetings, corporate events and international engagements.

19. Coordinate with the CEO, CFO, CHRO, Chief of Staff, Legal, Finance, HR, Travel Desk, Security and Business Heads as required.

20. Ensure important documents, presentations, reports and correspondence are available before meetings and travel.

21. Coordinate document approvals, signatures and follow-ups.

22. Maintain accurate physical and digital records of confidential executive documents.

23. Coordinate approved professional and personal appointments of the MD.

24. Maintain professional relationships with hotels, airlines, travel agencies, chauffeurs and other service providers.

25. Coordinate approved travel expenses, invoices, receipts and reimbursement documentation with the Finance team.

26. Handle last-minute schedule changes, urgent requests and travel disruptions calmly and efficiently.

27. Provide administrative support during early-morning departures, late-night arrivals, weekends and international travel.

28. Maintain awareness of international time zones and ensure appointments are accurately scheduled in local time.

29. Coordinate virtual meetings through Zoom, Microsoft Teams and other platforms.

30. Protect the MD’s time by prioritising important matters and filtering unnecessary interruptions.

31. Anticipate the MD’s requirements and proactively resolve administrative, scheduling and travel-related issues.

32. Maintain exceptional punctuality, organisation, discretion and attention to detail.

33. Comply with all company confidentiality, NDA, information-security and data-protection policies.

34. Perform other executive-secretarial and coordination responsibilities assigned by the Managing Director.

35. Approximately 80% of the role will involve travelling with the Managing Director.

36. Travel may involve multiple domestic and international destinations and different time zones.

37. Candidate must be comfortable with frequent flights, extended business trips, early departures, late arrivals and short-notice travel.

38. The role may involve approximately 150+ travel days in a highly travel-intensive year, depending on business requirements.

39. Travel, accommodation and approved business expenses will be provided as per company policy.

40. Bachelor’s degree in any relevant discipline.

41. 3–8 years of experience as a Personal Secretary, Executive Assistant, Executive Secretary or similar role.

42. Experience supporting a Managing Director, CEO, Chairman, Founder or senior executive will be preferred.

43. Excellent written and spoken English is mandatory.

44. Strong proficiency in MS Office, Outlook, Word, Excel and PowerPoint.

45. Strong calendar-management, travel-coordination and communication skills.

46. International travel experience will be an advantage.

47. Must possess a valid passport and be willing to travel internationally.

48. Must be highly organised, proactive, presentable, discreet and trustworthy.

49. Must be comfortable working in a fast-paced, high-pressure and constantly changing environment.

50. Must demonstrate exceptional confidentiality, professionalism and attention to detail