Private Secretary to Managing Director (MD)

Organization: Agri Industries Vikas Chamber (AIVC)

Location: New Delhi (Pan-India & International Travel Mandatory)

1. Position Overview

The Private Secretary to the Managing Director will provide high-level executive, administrative, protocol, and coordination support to the MD’s office. The role requires a dynamic, disciplined, and highly professional individual capable of managing confidential information, coordinating with senior Government officials, and handling fast-paced tasks, including extensive domestic and international travel

2. Key Responsibilities

A. Executive & Administrative Support

• Manage MD’s daily schedule, appointments, internal reviews, conferences, and delegation meetings.
• Draft and prepare official letters, notes, briefs, proposals, and communication documents.
• Handle confidential files, data, and classified documentation with utmost discretion.
• Coordinate with departments, external partners, and government bodies on all matters assigned by MD.

B. Travel & Protocol Management (Intense Travel Mandatory)

This position requires:

• Intense domestic travel across all states of India.

• Regular international travel with MD for official delegations, business visits, conferences, MoUs, and government-level engagements.

• Availability for last-minute travel, extended stays, and multi-country itineraries

  as per organizational requirements.

Responsibilities:

• Plan visa processing, official invitations, embassy coordination, tickets, hotel bookings, and protocol arrangements.
• Prepare detailed travel itineraries, meeting documents, event briefs, and country background notes.
• Accompany MD on tours for on-ground coordination, drafting minutes, and managing interactions.

C. Government Liaison & PR Coordination

• Coordinate with Ministries (Agriculture, Rural Development, MSME, Skill, Social Justice, MEA, etc.) for meetings, proposals, and submissions.
• Maintain relationships with senior government officers, embassy officials, foreign missions, industry leaders, and partner institutions.
• Support MD in high-level meetings, conferences, and official delegations.
• Track government schemes, circulars, policy updates relevant to AIVC.

D. Event, Summit & Delegation Coordination

• Assist in planning and execution of national and international events, agriculture summits, exhibitions, and conferences.
• Manage VIP protocols, travel logistics, venue coordination, delegate management, and communication.
• Prepare event reports, minutes, follow-ups, and documentation.

E. Communication, Documentation & Reporting

• Create high-quality drafts of letters, proposals, MoUs, presentations, and internal notes.
• Prepare progress trackers, project updates, MOMs, and daily/weekly briefings for MD.
• Ensure timely communication with stakeholders and follow-up on actions.

3. Mandatory Requirements

• Willingness and availability for intense domestic & international travel

  (70–80% of the time if required).
• Strong communication and drafting skills in

  English & Hindi

  .
• Experience in

  PR, Government liaison, administrative management, or working with ministries/embassies

  .
• Ability to handle confidential information with integrity.
• Strong organizational and multitasking capabilities.
• High level of discipline, punctuality, and professional etiquette.

4. Qualification & Experience

• Graduate or Postgraduate in any discipline (Preference: Public Administration, Political Science, Management, Communications or similar fields).
• 3–10 years of experience as Private Secretary / Executive Assistant / Government Liaison Officer / Protocol Officer or similar profile.
• Experience in handling senior Government officials or corporate leaders is desirable.
• Proficiency in MS Office, drafting skills, email handling, and documentation.

5. Key Competencies

• Excellent verbal & written communication.
• Strong networking and coordination skills.
• High adaptability for travel-intensive and fast-moving environments.
• Ability to work under pressure, meet deadlines, and manage crisis situations.
• Discretion, integrity, and professional conduct.
• Problem-solving and strong follow-up system.

6. Work Conditions

• Based at AIVC Headquarters:

  New Delhi

  .
• Requires

  frequent field visits, state-level meetings, and international travel

  .
• Extended working hours on travel or event days may be required.

7. Reporting

• Reports directly to the

  Managing Director (MD), AIVC

  .
• Coordinates with senior officials, ministries, State departments, project teams & external stakeholders.