Personal Secretary

Overview

The Personal Secretary plays a crucial role in providing high-level administrative and executive support to the CEO or senior management, ensuring smooth coordination of business activities and effective time management. This position requires a proactive, highly organized, and trustworthy individual who can manage sensitive information with discretion, maintain professionalism at all times, and act as the right hand to the executive team in both professional and personal capacities.

Key Responsibilities:

1. Executive Support:

• Manage the CEO’s calendar, schedule meetings, appointments, and travel arrangements efficiently.
• Prioritize and manage multiple tasks simultaneously, ensuring deadlines are met in a fast-paced environment.
• Draft, review, and manage correspondence, emails, and official documents on behalf of the CEO.
• Coordinate and prepare meeting agendas, minutes, and follow-up actions.

2. Office Administration:

• Serve as a communication link between the executive office and internal departments, clients, vendors, and partners.
• Maintain accurate records, files, and confidential documentation in both physical and digital formats.
• Oversee the smooth functioning of the executive office by managing supplies, logistics, and resources as needed.
• Handle phone calls, inquiries, and communications promptly and professionally.

3. Travel and Event Coordination:

• Organize and manage travel itineraries, including ticket booking, accommodation, and transportation.
• Plan and coordinate business meetings, corporate events, and conferences on behalf of the executive.
• Ensure all travel and event-related documentation is complete and accurate.

4. Confidentiality and Discretion:

• Maintain confidentiality in handling sensitive corporate and personal matters of the CEO.
• Exercise good judgment, professionalism, and tact in managing private communications and financial information.

5. Strategic and Personal Assistance:

• Assist the CEO in daily business operations, presentations, and communication with key stakeholders.
• Support in personal tasks such as scheduling personal appointments, handling household coordination, or other assigned errands when required.
• Conduct research, compile data, and prepare reports or summaries as directed.

Key Skills and Attributes:

• Excellent communication and interpersonal skills, both verbal and written.
• Strong organizational and time-management abilities.
• High degree of discretion, integrity, and loyalty.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and digital productivity tools.
• Ability to work independently with minimal supervision.
• Professional appearance, positive attitude, and proactive mindset.
• Flexibility to handle diverse responsibilities and adapt to changing priorities.

Qualifications and Experience:

• Bachelor’s degree in Business Administration, Management, or a related field preferred.
• Minimum of 3–5 years of experience in an executive assistant or personal secretary role.
• Experience in managing senior executives’ schedules, travel, and confidential correspondence.
• Strong command of English; knowledge of additional languages is an advantage.

Remuneration and Benefits:

Compensation will be commensurate with experience and qualifications. Additional benefits may include performance incentives, travel allowances, and opportunities for professional growth within the organization.

Position Title: Personal Secretary

Reports To: CEO / Managing Director

Employment Type: Full-Time