The Personal Secretary to the Managing Director provides high-level administrative, secretarial, and organizational support to ensure the smooth functioning of the MD's office. The role requires confidentiality, discretion, excellent communication skills, and the ability to manage multiple priorities efficiently.
Key Responsibilities:
Administrative & Secretarial Support
Manage the MD's daily schedule, appointments, and meetings.
Organize travel arrangements, itineraries, visas, and accommodation.
Draft, review, and manage correspondence, emails, reports, and presentations on behalf of the MD.
Maintain and update confidential files, records, and databases.
Meeting Coordination
Schedule and organize board meetings, departmental reviews, and client meetings.
Prepare agendas, minutes of meetings, and follow-up action items.
Ensure timely circulation of meeting notes and progress tracking.
Communication & Liaison
Act as the primary point of contact between the MD's office, internal teams, and external stakeholders.
Screen phone calls, inquiries, and requests; handle them when appropriate.
Maintain professional relationships with clients, partners, and senior executives.
Office & Project Management
Assist in coordinating special projects, events, and business functions.
Monitor deadlines, prepare reports, and update the MD on pending matters.
Ensure smooth workflow by coordinating with different departments.
Confidentiality & Professionalism
Handle sensitive information with discretion and integrity.
Ensure confidentiality in all business-related matters.
Represent the MD in a professional manner at all times.
Key Skills & Competencies:
Excellent written and verbal communication skills (English and [local language, if required])
Strong organizational and multitasking abilities
Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and office management tools
Ability to draft business correspondence and official documents independently
High level of discretion, integrity, and confidentiality
Strong interpersonal skills to interact with senior-level executives and clients
Time management and ability to work under pressure
Qualifications & Experience:
Master's Degree (preferably in Business Administration, Commerce, or related field)