About the Role
We are looking for a professional, highly organized, proactive, and trustworthy Personal Secretary to the Managing Director (MD) to provide comprehensive executive, administrative, and coordination support.
The ideal candidate should be confident, well-presented, excellent in communication, and capable of managing the MD's schedule, meetings, correspondence, follow-ups, travel arrangements, and day-to-day professional requirements.
The candidate must be comfortable working in a fast-paced business environment, handling confidential information, coordinating with different departments, and ensuring that important tasks are completed on time.
Key Responsibilities1. Executive & Administrative Support
- Manage the MD's daily schedule, appointments, meetings, and commitments.
- Coordinate and schedule internal and external meetings.
- Maintain the MD's calendar and provide timely reminders for important appointments and deadlines.
- Prepare meeting agendas, documents, presentations, reports, and other materials as required.
- Organize and maintain important files, documents, records, and correspondence.
- Handle emails, calls, messages, and other communications on behalf of the MD when required.
- Ensure the MD is updated about important meetings, deadlines, tasks, and follow-ups.
2. Task Follow-Up & Coordination
- Follow up with department heads, managers, employees, clients, vendors, and other stakeholders on tasks assigned by the MD.
- Maintain a proper list of pending tasks and provide regular updates to the MD.
- Monitor deadlines and ensure that assigned tasks are completed within the required timeline.
- Coordinate between different departments to ensure smooth implementation of management decisions.
- Escalate delays, issues, or important matters to the MD in a timely manner.
- Prepare daily, weekly, or monthly status reports when required.
3. Meeting Management
- Schedule and coordinate meetings involving the MD.
- Ensure meeting rooms, documents, presentations, and other requirements are arranged in advance.
- Prepare meeting agendas and supporting documents.
- Take meeting notes and maintain clear action points.
- Follow up with responsible team members regarding pending action items.
- Maintain confidentiality of meeting discussions and management decisions.
4. Communication & Correspondence
- Manage professional correspondence, emails, letters, and other communications.
- Draft professional emails, notices, letters, reports, and other documents as required.
- Communicate professionally with clients, business partners, vendors, employees, consultants, and senior management.
- Represent the MD professionally when communicating with internal and external stakeholders.
- Maintain a proper record of important communications and correspondence.
5. Travel & Event Coordination
- Arrange business travel, hotel bookings, transportation, meetings, and itineraries for the MD.
- Coordinate travel schedules and ensure all arrangements are completed on time.
- Assist with business meetings, conferences, events, and other professional engagements.
- Coordinate with hotels, travel agencies, vendors, and other service providers when required.
6. Confidentiality & Information Management
- Maintain strict confidentiality regarding company information, financial matters, business plans, employee information, client information, and personal information of the MD.
- Handle confidential documents and communications with complete discretion.
- Ensure sensitive information is shared only with authorized individuals.
- Maintain proper filing and security of confidential documents.
7. Management Coordination
- Coordinate with department heads and managers on behalf of the MD.
- Assist the MD in collecting information, reports, and updates from different departments.
- Prepare summaries and reports for management review.
- Support the MD in monitoring important business activities and ongoing projects.
- Assist in coordinating management meetings and internal reviews.
8. Personal & Professional Assistance
- Assist the MD with professional and administrative personal requirements when necessary.
- Manage appointments and schedules as instructed by the MD.
- Coordinate personal and business commitments when required.
- Maintain complete professionalism and discretion while handling personal matters.
Educational Qualification
- MBA or equivalent management qualification preferred.
- Bachelor's degree in any relevant discipline.
- Candidates with additional qualifications in Business Administration, Management, Commerce, or related fields will be preferred.
Experience
- 2–5 years of experience as a Personal Secretary, Executive Assistant, Management Assistant, or similar role preferred.
- Previous experience working directly with a Managing Director, CEO, Founder, or Business Owner will be an added advantage.
- Experience in a branding, advertising, media, marketing, hospitality, or service-based company will be preferred.
Language Requirements
- English: Excellent written and verbal communication required.
- Malayalam: Excellent communication skills required.
- Hindi: Excellent written and verbal communication preferred.
- Tamil: Knowledge will be an added advantage.
Required Skills
- Excellent verbal and written communication skills.
- Strong organizational and time-management skills.
- Excellent coordination and follow-up skills.
- Strong attention to detail.
- Ability to multitask and manage multiple priorities.
- Strong problem-solving and decision-making abilities.
- Professional email drafting and documentation skills.
- Good knowledge of MS Office, Microsoft Word, Excel, PowerPoint, Google Workspace, and email platforms.
- Ability to prepare reports, presentations, schedules, and meeting documents.
- Ability to work independently with minimal supervision.
- Strong interpersonal and relationship-management skills.
- Ability to communicate confidently with senior management and external stakeholders.
Personal Qualities
The ideal candidate should be:
- Trustworthy and highly responsible
- Proactive and self-motivated
- Confident and professional
- Well-organized and disciplined
- Punctual and time-conscious
- Good at multitasking
- Quick to understand instructions
- Strong in follow-up and execution
- Calm and composed under pressure
- Flexible and adaptable
- Professional in appearance and behaviour
- Able to maintain strict confidentiality
- Positive and solution-oriented
- Able to take ownership of responsibilities
The candidate should be able to anticipate the MD's requirements, identify pending matters, and take necessary action without always waiting for instructions.
Preferred Qualities
- Experience working with a Founder, MD, CEO, or senior executive.
- Experience in a branding and advertising company or other creative/service-based business.
- Good understanding of business communication and corporate etiquette.
- Strong networking and interpersonal skills.
- Ability to coordinate with multiple teams and departments.
- Ability to handle urgent and time-sensitive requirements.
- Willingness to work flexible hours when required based on the MD's schedule.
- Willingness to travel occasionally for business requirements.
- Strong sense of ownership and accountability.
Key Performance Indicators (KPIs)
- Effective management of the MD's daily schedule and appointments.
- Timely completion and follow-up of assigned tasks.
- Smooth coordination between the MD and different departments.
- Timely preparation of reports, documents, and presentations.
- Professional handling of calls, emails, meetings, and correspondence.
- Effective monitoring of pending tasks and deadlines.
- Maintaining complete confidentiality and trust.
- Efficient coordination of business travel and meetings.
- Proactive support to the MD in day-to-day business activities.
Working Style
This role requires a person who can work closely with the Managing Director and senior management and handle multiple responsibilities simultaneously.
The candidate should be comfortable in a fast-paced, dynamic business environment and should have the ability to prioritize urgent matters while maintaining accuracy and professionalism.
Why Join Us?
- Opportunity to work closely with the Managing Director and senior management.
- Exposure to business operations and management decision-making.
- Opportunity to develop strong executive-management and corporate communication skills.
Pay: ₹25,000.00 - ₹30,000.00 per month
Work Location: In person
