Job Summary
The Personal Secretary is responsible for providing confidential administrative and secretarial support to the Chairman/Managing Director/CEO. The role involves managing schedules, coordinating meetings, handling correspondence, maintaining records, preparing reports, and ensuring smooth day-to-day administrative operations while maintaining confidentiality and professionalism.
Key Responsibilities
- Manage the daily calendar, appointments, and meetings of the reporting authority.
- Schedule internal and external meetings and prepare meeting agendas.
- Prepare Minutes of Meeting (MoM) and follow up on action points.
- Draft, review, and maintain official letters, emails, reports, and presentations.
- Screen phone calls, visitors, and correspondence professionally.
- Maintain confidential files, documents, and executive records.
- Coordinate with department heads for reports, approvals, and updates.
- Arrange travel, accommodation, and itinerary for official visits.
- Organize board meetings, management meetings, and committee meetings.
- Track pending tasks and remind stakeholders of deadlines.
- Prepare daily, weekly, and monthly executive reports.
- Maintain proper filing systems (physical and digital).
- Handle incoming and outgoing correspondence.
- Coordinate with HR, Finance, Medical, Nursing, and other hospital departments for administrative requirements.
- Ensure confidentiality of sensitive organizational information.
- Perform any other administrative duties assigned by the management.
Required Qualifications
- Bachelor's Degree in Business Administration, Commerce, English, or any relevant discipline.
- Diploma or certification in Secretarial Practice or Office Administration is preferred.
Experience
- 3–7 years of experience as a Personal Secretary, Executive Secretary, or Executive Assistant.
- Experience in a hospital or healthcare industry is preferred.
Required Skills
- Excellent verbal and written communication skills.
- Strong organizational and time management abilities.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Good drafting and documentation skills.
- Ability to maintain strict confidentiality.
- Strong coordination and interpersonal skills.
- Excellent multitasking and follow-up abilities.
- Professional etiquette and presentation.
- Attention to detail and accuracy.
- Ability to work under pressure and meet deadlines.
Pay: ₹12,170.16 - ₹25,000.00 per month
Work Location: In person
