Secretary To Director || Personal Secretary ||

Role & responsibilities

Calendar Management

Efficiently manage and maintain the executives calendar, including scheduling meetings, appointments, and travel arrangements.

Anticipate, identify, and resolve scheduling conflicts proactively.

Ensure 95% of scheduled meetings and appointments start on time without conflicts.

Communication & Correspondence

Handle and prioritize all incoming and outgoing correspondence, including emails, letters, and phone calls.

Draft, review, and respond to communications on behalf of the executive as required.

Act as the primary point of contact between the executive and internal/external stakeholders.

Maintain a high level of confidentiality, discretion, and professionalism in all communications.

Achieve and maintain a 98% satisfaction rate in communication effectiveness with stakeholders.

Meetings & Coordination

Organize and coordinate meetings, including preparing agendas, taking minutes, and tracking action items.

Ensure timely follow-ups and closure of assigned action points.

Documentation & Reporting

Prepare, edit, and format documents, reports, presentations, and MIS with accuracy and professionalism.

Ensure 100% of MIS reports are prepared and submitted within designated timelines.

Strategic & Operational Support

Assist in the preparation of strategic plans by conducting research and gathering relevant data.

Support the executive in day-to-day operations by addressing issues and concerns promptly and efficiently.

Travel & Expense Management

Arrange travel itineraries, accommodations, and transportation for the executive.

Track, manage, and submit expense reports accurately and within timelines for reimbursement.

Administrative Excellence

Complete 100% of assigned administrative tasks within designated timeframes.

Maintain a 100% trust and discretion rating in feedback from the executive and stakeholders.

Key Competencies & Behavioral Expectations

1. Responsibility

Completes tasks accurately and on time.

Demonstrates reliability, accountability, and ownership.

Adheres strictly to ethical standards and organizational policies.

Proactively identifies and resolves issues.

2. Learning & Development

Actively pursues learning and development opportunities.

Applies new skills and knowledge to improve performance.

Demonstrates adaptability and openness to change.

Contributes to continuous improvement initiatives.

3. Inclusivity & Respect

Promotes diversity, equity, and inclusion in the workplace.

Works effectively with individuals from diverse backgrounds.

Demonstrates respect and professionalism in all interactions.

Fosters a collaborative and inclusive work environment.

4. Innovation

Proposes and implements innovative ideas and solutions.

Demonstrates creativity in problem-solving.

Takes calculated risks to drive improvements.

Supports a culture of innovation.

5. Customer-Centric Approach (Internal/External)

Proactively gathers and utilizes feedback.

Anticipates and addresses customer/stakeholder needs effectively.

Resolves issues promptly and satisfactorily.

Builds and maintains strong relationships.

Key Performance Indicators (KPIs)

95% conflict-free and on-time meeting management

100% on-time MIS and report submissions

98% stakeholder communication satisfaction

100% trust and confidentiality rating

100% completion of administrative tasks within timelines