Personal Secretary to the Managing Director
Reporting To
Managing Director
Job Summary
The Personal Secretary to the Managing Director is responsible for providing professional administrative, secretarial, coordination, and personal support to the Managing Director. The role requires maintaining confidentiality, managing schedules, coordinating meetings, handling correspondence, and ensuring timely follow-up of important matters.
Key Responsibilities
- Calendar & Schedule Management
- Manage the Managing Director’s daily schedule, appointments, and meetings.
- Coordinate and prioritize appointments based on urgency and importance.
- Send reminders and ensure timely attendance for meetings and appointments.
- Communication & Correspondence
- Handle emails, phone calls, letters, and other communications on behalf of the Managing Director.
- Prepare official letters, notices, reports, presentations, and other documents.
- Maintain professional communication with clients, employees, vendors, and senior management.
- Meeting Coordination
- Schedule internal and external meetings.
- Prepare meeting agendas and required documents.
- Record important discussions and prepare minutes when required.
- Follow up on decisions and pending actions.
- Documentation & Records
- Maintain confidential files, documents, agreements, reports, and records.
- Organize both physical and digital documents for easy access.
- Ensure important documents are properly filed and updated.
- Follow-up & Coordination
- Follow up with different departments and staff regarding instructions given by the Managing Director.
- Track pending tasks and provide regular updates.
- Coordinate with customers, suppliers, government offices, and other stakeholders when required.
- Travel & Event Management
- Arrange travel, accommodation, transportation, and itineraries.
- Coordinate business meetings, conferences, and official events.
- Maintain travel-related documents and schedules.
- Confidentiality
- Maintain strict confidentiality of the Managing Director’s personal, financial, business, and company-related information.
- Handle sensitive documents and communications responsibly.
- Personal Assistance
- Assist the Managing Director with day-to-day personal and professional requirements.
- Manage personal appointments and important reminders when required.
- Support the Managing Director in organizing personal and official commitments.
Required Skills
- Excellent communication skills in English and Tamil.
- Good knowledge of MS Word, Excel, PowerPoint, Email, and Internet applications.
- Excellent organizational and time-management skills.
- Ability to multitask and work under pressure.
- Good interpersonal and coordination skills.
- Professional appearance and attitude.
- Strong attention to detail.
- High level of confidentiality and trustworthiness.
Qualification
- B.Com – Bachelor of Commerce, with Accounting / Commerce specialization.
- Computer Applications / Computer Knowledge – MS Office, MS Word, MS Excel, PowerPoint, Email, Internet, and basic computer operations.
- Previous experience as a Personal Secretary, Executive Assistant, Secretary, or Administrative Executive will be an advantage.
Experience
0–2 years of relevant experience preferred, depending on the requirements of the organization.
Key Qualities
Trustworthy | Confidential | Well-Organized | Punctual | Professional | Responsible | Good Communication | Quick Learner
Working Relationship
The candidate will work closely with the Managing Director and coordinate with employees, management, clients, vendors, and other important stakeholders on a regular basis.
Pay: ₹20,000.00 - ₹25,000.00 per month
Work Location: In person
