Personal Secretary

Job Purpose

To provide comprehensive secretarial and administrative support to senior management, ensuring smooth coordination of schedules, meetings, correspondence, travel, documentation, and day-to-day office activities.

Key Responsibilities

• Manage the executive's calendar, appointments, meetings, and schedules.
• Coordinate internal and external meetings, including invitations, agendas, meeting rooms, and required documents.
• Prepare minutes of meetings and follow up on action points.
• Handle correspondence, emails, letters, presentations, and confidential documents.
• Coordinate domestic and international travel arrangements, including tickets, accommodation, transport, and itineraries.
• Maintain organized records, files, reports, and important documents.
• Coordinate with internal departments, clients, vendors, and external stakeholders.
• Prepare and compile MIS reports, presentations, and management updates as required.
• Screen and prioritize calls, emails, and requests.
• Support senior management in day-to-day administrative activities.
• Maintain confidentiality of sensitive business and personal information.
• Track important deadlines, commitments, and follow-up activities.
• Coordinate office requirements, stationery, visitor arrangements, and other administrative activities.
• Support events, conferences, business meetings, and management programs.
• Perform other administrative and secretarial duties assigned by management.

Key Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Good interpersonal and coordination skills.
• Proficiency in MS Office Word, Excel, PowerPoint, and Outlook.
• Ability to manage multiple priorities and work under deadlines.
• Strong attention to detail and accuracy.
• Professional appearance and conduct.
• Discretion and ability to handle confidential information.
• Proactive approach with good problem-solving skills.

Qualification & Experience

• Graduate in any discipline; additional certification in Secretarial/Administration is an advantage.
• 8-11 years of relevant experience in a corporate secretarial or administrative role.
• Experience supporting senior management/leadership will be preferred