Personal Secretary

Job Description

Job Title: Personal Secretary / Executive Assistant / Confidential Secretary / Personal Assistant to [Specify Executive, e.g., Director, CEO, MD] Department: Executive Office / Administration Reports To: The Executive being supported (e.g., Director, CEO, Managing Director) Location: Nagpur, Maharashtra, India (Primarily office-based, with occasional travel as required by the executive's schedule). Job Summary: We are seeking a highly organized, discreet, and proactive Personal Secretary to provide comprehensive administrative and secretarial support to a senior executive at our Nagpur office. The ideal candidate will be instrumental in ensuring the efficient management of the executive's professional schedule, communications, and administrative tasks, often extending to personal errands with utmost confidentiality. This role requires exceptional communication skills, impeccable attention to detail, and the ability to anticipate needs in a fast-paced environment. Key Responsibilities: Calendar & Schedule Management: Manage and maintain the executive's complex calendar, including scheduling appointments, meetings, conferences, and travel. Prioritize and manage daily workflow, ensuring timely execution of tasks and adherence to deadlines. Remind the executive of important tasks and deadlines, ensuring they are well-prepared for all engagements. Communication Management: Screen and direct phone calls, emails, and correspondence, prioritizing urgent matters. Draft, review, and send professional emails, letters, memos, and other documents on behalf of the executive. Act as a primary point of contact and liaison between the executive and internal staff, clients, and external stakeholders. Meeting & Event Coordination: Coordinate internal and external meetings, including booking venues, arranging necessary equipment, sending invitations, and tracking RSVPs. Prepare meeting agendas, compile necessary documents, and take accurate minutes during meetings. Follow up on action items from meetings to ensure timely completion. Travel Arrangements: Plan and arrange comprehensive travel itineraries (flights, hotels, transport) for the executive, both domestic and international. Process visa applications and ensure all travel documentation is in order. Document Preparation & Management: Prepare, proofread, and format confidential reports, presentations, proposals, and other business documents using advanced MS Office features. Create and maintain highly organized physical and digital filing systems for all executive documents, ensuring easy retrieval and confidentiality. Confidentiality & Discretion: Handle highly sensitive and confidential information with absolute discretion and professionalism. Maintain strict privacy regarding executive's personal and professional matters. Expense & Budget Management: Manage and reconcile the executive's expense reports and corporate credit card statements. Assist in tracking and managing the executive's departmental budget or allocated funds. Office & Personal Support: Manage office supplies and resources for the executive's immediate office area. Handle occasional personal errands or tasks for the executive, ensuring their smooth professional and personal integration. Welcome and assist visitors to the executive's office. Liaison & Coordination: Facilitate effective communication and coordination across different departments and with external parties on behalf of the executive.