Job Description

Job Profile: Personal Secretary to the Managing Director (MD)

The Personal Secretary to the Managing Director (MD) of a limited company provides high-level administrative, secretarial, and personal support to the MD. This role is crucial for ensuring the efficient and smooth operation of the MD's office and maximizing their productivity. The Personal Secretary acts as a key point of contact and often handles confidential and sensitive information.

Key Responsibilities typically include:

Diary and Calendar Management: Managing and coordinating the MD's complex schedule, including appointments, meetings, and travel arrangements. Proactively anticipating scheduling conflicts and resolving them efficiently. Communication Management: Acting as the first point of contact for internal and external stakeholders. Screening calls, emails, and correspondence, prioritizing and responding appropriately or redirecting as necessary. Drafting and preparing professional correspondence on behalf of the MD. Meeting and Event Coordination: Organizing and preparing for meetings, including drafting agendas, collating and distributing relevant documents, taking minutes, and following up on action points. Assisting in the planning and execution of company events and conferences. Travel Arrangements: Arranging complex travel itineraries, including flights, accommodation, visas, and ground transportation. Preparing travel documents and managing expenses. Document Preparation: Preparing reports, presentations, and other documents using various software applications (e.g., Microsoft Office Suite). Proofreading and ensuring accuracy and professional presentation. Maintaining Dashboard of Business heads for Budget v/s actual performance for sales and outstanding. Information Management: Maintaining organized electronic and paper filing systems, ensuring easy retrieval of information. Handling confidential documents with discretion and maintaining data security. Gatekeeper Role: Acting as a liaison between the MD and other employees, clients, and external parties. Filtering requests and ensuring the MD's time is used effectively. Task Management: Assisting the MD in prioritizing tasks, tracking deadlines, and following up on pending matters. Personal Assistance: Managing some personal tasks for the MD, such as managing personal appointments, travel, or other errands, as required. Office Management: Overseeing the smooth functioning of the MD's office, including managing supplies and equipment. Project Support: Providing administrative support for specific projects as assigned by the MD. Expense Management: Processing and reconciling the MD's expenses. Minute Taking: Accurately recording minutes of meetings. Research: Conducting basic research and compiling data as required by the MD
Qualification for Personal Secretary
Education:

A Bachelor's degree in Business Administration, Secretarial Studies, Office Management, or a related field is often preferred. A diploma or certification in secretarial practice or office administration combined with relevant experience may also be considered.
Experience:

Proven experience (typically 5 - 7 years) working as a Personal Assistant, Executive Assistant, or Secretary, preferably supporting senior management. Experience in a corporate environment, ideally within a limited company, is advantageous.
Skills and Competencies:

Excellent Communication Skills: Both written and verbal, with the ability to interact professionally and effectively with people at all levels. Strong Organizational and Time-Management Skills: Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines in a fast-paced environment. Proficiency in IT Skills: Advanced working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software and technologies. Exceptional Interpersonal Skills: Ability to build rapport and maintain positive working relationships. Discretion and Confidentiality: Ability to handle sensitive information with utmost confidentiality and professionalism. Attention to Detail and Accuracy: Ensuring all work is completed to a high standard with minimal errors. Proactive and Initiative-Taking: Ability to anticipate needs and take appropriate action without constant supervision. Problem-Solving Skills: Ability to identify and resolve administrative issues efficiently. Professional Demeanor and Presentation: Maintaining a professional image and attitude at all times. Adaptability and Flexibility: Willingness to adapt to changing priorities and work demands. Minute-Taking Skills: Ability to accurately record and transcribe meeting minutes. Research Skills: Basic research and information gathering abilities.
Job Type: Full-time

Schedule:

Day shift
Language:

Hindi (Preferred) English (Preferred)
Work Location: In person