The Personal Secretary ensures the executive office remains organised, aligned, and responsive within a fast-paced technology environment. This role supports leadership by managing information flows, scheduling, documentation, and communication -- allowing technical teams and decision-makers to stay focused on product direction, operational priorities, and strategic initiatives.
Role Summary
AOW is seeking a Personal Secretary who can operate confidently within a technology-led company. The role requires strong administrative capability, mature judgment, and the ability to work smoothly across technical and non-technical teams.
You will manage calendars, coordinate communications, and support documentation processes, while maintaining seamless interaction with internal stakeholders and select external partners.
The position requires professional presence, discretion, and the ability to handle high-context conversations with clarity.
Key Responsibilities
Manage complex calendars for leadership working across engineering, product, and operations.
Coordinate travel, schedules, documentation, and event logistics relevant to tech conferences or partner meetings.
Draft, proofread, and manage internal and external communication, ensuring clarity and professionalism.
Prepare briefing notes, meeting decks, and summaries that support data-driven decision-making.
Maintain documentation systems, including confidential files, project records, and executive archives.
Serve as a dependable point of coordination between leadership and cross-functional tech teams.
Interface with vendors, partners, and external contacts relevant to IT, cybersecurity, and development operations.
Assist with operational tasks such as procurement coordination, IT asset scheduling, and onboarding support.
Track deliverables and follow-ups for executive-led initiatives or technology projects.
Protect confidentiality and ensure responsible handling of sensitive technical and organisational information.
Required Qualifications & Experience
3-10+ years supporting senior leadership, ideally within an IT, tech, or digital services company.
Strong communication skills with the ability to understand and relay technical information accurately.
Proficiency in Microsoft Office, Google Workspace, and familiarity with common project management tools (Jira, Trello, Asana, etc.).
Ability to manage multiple deadlines in a dynamic, iterative workflow environment.
Mature judgment, reliability, and comfort handling confidential data.
Professional presence and clear communication across technical and non-technical groups.
Preferred Attributes
Exposure to software development, IT operations, or tech-industry workflows.
Understanding of basic technical terminology enough to follow discussions and pre-read materials.
Experience with travel coordination for tech events or multinational teams.
Administrative or project management certifications.
Working Style & Expectations
Comfortable working in an agile, sprint-based environment with shifting priorities.
Anticipates needs, prepares information proactively, and supports rapid decision cycles.
Communicates effectively with engineers, designers, analysts, and leadership alike.
Handles sensitive operational information with care and consistent confidentiality.
Maintains calm structure even when projects accelerate or new requirements emerge.
Professional Values & Behaviour Standards
Clear, concise communication.
Respect for data privacy, security, and information governance.
Responsible organisation of digital records and documentation.
Reliability and consistency in all administrative touchpoints.
A mindset oriented toward efficiency, clarity, and continuous improvement.
Performance Indicators
Calendar and communication accuracy, with minimal conflicts or escalations.
High-quality preparation of briefs and meeting materials.
Strong follow-up rate on action items from technical and operational meetings.
Smooth coordination across engineering, product, and executive functions.
Zero confidentiality issues or documentation errors.
Positive feedback from internal teams and external stakeholders.
Why AOW
This role places you at the centre of a technology organisation where precision and clear thinking matter. You'll support leaders who build systems, shape operations, and guide product direction -- and your work will influence how effectively the company executes its mission.
AOW values individuals who bring steadiness, professionalism, and structure into fast-moving environments. If you appreciate working with smart people solving complex problems, you'll feel at home here.