Personal Secretary To Director

Position Overview:

Key Responsibilities:

1. Calendar Management:

   Efficiently manage the Director's schedule, including arranging appointments, meetings, and conferences. Prioritize and coordinate appointments to ensure the Director's time is optimized.

2. Communication:

   Handle incoming calls, emails, and correspondence on behalf of the Director. Respond to routine inquiries and draft responses as needed. Maintain a professional and courteous demeanours in all interactions.

3. Travel Arrangements:

   Plan and coordinate travel arrangements, including booking flights, accommodations, transportation, and preparing necessary travel documents. Ensure that all travel logistics are well-organized and aligned with the Director's schedule.

4. Meeting Coordination:

   Schedule and organize meetings, including preparing agendas, distributing materials, and taking meeting minutes. Ensure that all necessary resources are available for effective meetings.

5. Documentation and Filing:

   Maintain and organize documents, files, and records both in physical and electronic formats. Handle confidential and sensitive information with the utmost discretion.

6. Task Management:

   Assist the Director in tracking tasks, projects, and deadlines. Follow up on pending tasks and ensure that important deadlines are met.

7. Relationship Management:

   Build and maintain positive relationships with internal and external stakeholders, including clients, partners, and colleagues. Serve as a point of contact between the Director and various parties.

8. Office Coordination:

   Support the Director in day-to-day office operations, including ordering supplies, coordinating maintenance requests, and ensuring a well-functioning work environment.

9. Data Handling:

   Compile and organize data for reports, presentations, and briefings. Create charts, graphs, and other visual aids as needed to enhance communication.

10. Event Coordination:

    Assist in planning and coordinating company events, workshops, seminars, and conferences. Handle logistical arrangements and ensure events run smoothly.

11. Follow-up and Reminders:

    Provide timely reminders to the Director about upcoming commitments, deadlines, and important tasks.

Qualifications:

• High school diploma or equivalent; additional qualifications in office administration or related fields are a plus.
• Proven experience as a personal secretary, executive assistant, or similar role.
• Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace).
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Discretion and professionalism when handling confidential information.
• Ability to multitask and work well under pressure.
• Attention to detail and high level of accuracy.
• Strong interpersonal skills and the ability to work well in a team.
• Flexibility to adapt to changing priorities and schedules.
• Prior experience in working with high-level executives is preferred.

Note:

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