Personal Secretary

The Personal Secretary will directly support the Director by managing schedules, communication, documentation, and coordination with internal and external stakeholders. The role requires high professionalism, confidentiality, and the ability to handle sensitive information.

Key Responsibilities:

1. Executive & Administrative Support

• Manage the Directors daily schedule, appointments, meetings, and travel plans.
  
• Provide reminders and ensure the Director is prepared for all meetings.
  
• Draft, review, and format emails, letters, presentations, and reports on behalf of the Director.
  
• Handle confidential documents and ensure they remain secure.
  

2. Communication & Coordination

• Act as a communication link between the Director and senior management, clients, vendors, and employees.
  
• Screen and prioritize phone calls, emails, and visitors.
  
• Coordinate internal and external meetings, prepare agendas, and share minutes.
  
• Follow up with teams on tasks and deadlines as instructed by the Director.
  

3. Documentation & Reporting

• Maintain systematic and organized filing systems (physical & digital).
  
• Prepare MIS reports, travel reimbursements, and administrative documentation.
  
• Manage correspondence and ensure timely dissemination of information.
  

4. Travel & Event Management

• Arrange domestic and international travel, hotel bookings, and itinerary planning.
  
• Organize conferences, board meetings, reviews, and official events as required.
  

5. Personal Assistance

• Assist the Director with personal tasks when required (personal appointments, reminders, etc.).
  
• Maintain strict confidentiality of all personal and professional information.
  

Skills & Competencies:

• Strong communication skills (written & verbal).
  
• High level of professionalism and confidentiality.
  
• Excellent organizational and time-management skills.
  
• Proficiency in MS Office (Excel, Word, PowerPoint, Outlook).
  
• Ability to work under pressure and handle multiple tasks.
  
• Presentable, disciplined, and proactive.
  

Qualifications:

• Graduate in any discipline.
  
• Certification in office administration or secretarial practice is an advantage.
  
• Proven experience as a Personal Secretary / Executive Assistant to Director or Senior Management.