Personal Secretary

Job Description: Personal Secretary / Office Manager

POSITION OVERVIEW

The Personal Secretary / Office Manager will provide high‑level administrative, coordination, and operational support to the Managing Director and the export office. This role ensures smooth day‑to‑day functioning of the export office, make sure the documentation workflow, internal team coordination, and escalation to MD in the event of non-compliance. The ideal candidate is organized, proactive, and capable of handling confidential information with professionalism.

KEY RESPONSIBILITIES

1. Executive & Administrative Support

• Manage the executive’s calendar, appointments, and travel schedules

• Draft, review, and manage correspondence, emails, letters, and reports

• Handle incoming calls, visitors, and communication on behalf of management

• verify bank transactions executed by office staff, and approve on behalf of MD.

2. Office Coordination

• manage coordination between internal staff and logistics, CHA, freight forwarders, and suppliers for export shipments.

• Track export documentation such as invoices, packing lists, BL/AWB, COO, and bank documents

• Maintain filing systems for export records, statutory documents, and compliance files

• Monitor office supplies, stationery, and ensure smooth office operations

• Purchase and expenses monitoring and approval.

3. Communication & Client Handling

• Liaise with international buyers, suppliers, and service providers

• Respond to emails professionally and maintain timely communication

• Coordinate virtual and in-person meetings with overseas clients

4. Operational & Support Tasks

• Assist in preparing quotations, proforma invoices, and basic commercial documents

• Follow up on pending tasks with internal teams and external partners

• Maintain confidentiality of business and personal information

• Support management in personal tasks when required (travel, appointments, reminders)

Required Skills & Competencies

• Excellent written and verbal communication skills

• Strong organizational and time‑management abilities

• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint)

• Ability to multitask and work under pressure

• Knowledge of export documentation and logistics (preferred)

• High level of discretion, professionalism, and reliability

Education & Experience

• Minimum: Graduation

• 2–5 years of experience in administrative, secretarial, or export office roles

• Experience in an export/import or trading company is an added advantage

Salary Range

• ₹15,000 – ₹25,000 per month

• Higher packages for candidates with export documentation experience

Ideal Candidate Profile

• Organized, proactive, and detail‑oriented

• Excellent communication skills in both written and verbal communication.

• Comfortable coordinating with multiple stakeholders

• Trustworthy with confidential information

• Able to support both office operations and executive needs

Job Types: Full-time, Permanent

Pay: ₹15,000.00 - ₹25,000.00 per month

Benefits:

• Cell phone reimbursement

Work Location: In person