Personal Secretary/ Assistant

Role & responsibilities

Key Roles & Responsibilities

1. Administrative & Office Management

• Manage and organize the executives calendar, appointments, and meetings.
  
• Schedule and coordinate internal and external meetings, conferences, and travel itineraries.
  
• Prepare meeting agendas, take minutes, and ensure follow-up on action items.
  
• Maintain and organize official records, files, and confidential documents.
  
• Screen calls, emails, and correspondence respond or redirect as appropriate.
  

2. Communication & Coordination

• Serve as the primary point of contact between the executive and internal teams, clients, or external stakeholders.
  
• Draft, review, and manage emails, letters, and official communications.
  
• Coordinate with different departments to ensure smooth workflow and timely updates for the executive.
  
• Handle sensitive and confidential information with discretion.
  

3. Travel & Event Management

• Plan and arrange national/international travel, accommodation, and logistics.
  
• Prepare itineraries, expense reports, and reimbursement documentation.
  
• Assist in organizing corporate events, board meetings, and client interactions.
  

4. Reporting & Documentation

• Prepare reports, presentations, and summaries as requested by the executive.
  
• Keep track of project progress and provide periodic updates.
  
• Maintain daily/weekly/monthly schedules, task trackers, and status reports.
  

5. Executive Support & Personal Assistance

• Remind and brief the executive about upcoming meetings, tasks, and deadlines.
  
• Manage personal tasks (if required) such as personal appointments, memberships, or household coordination.
  
• Maintain confidentiality and professionalism at all times.
  

6. Operational Support

• Liaise with HR, Finance, and Administration departments for office needs or approvals.
  
• Handle visitor management and client hospitality.
  
• Monitor and manage office supplies or petty cash related to the executives office.
  

Desired Skills & Qualities

• Excellent communication and interpersonal skills.
  
• Strong organizational and time-management abilities.
  
• Discretion and confidentiality.
  
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
  
• Professional appearance and demeanor.
  
• Ability to multitask and prioritize efficiently.