Personal Secretary

Key Responsibilities

1. Executive & Personal Secretarial Support

• Manage the MD's daily schedule, calendar, appointments, meetings, and reminders.
• Coordinate and prioritise meetings with clients, vendors, government officials, consultants, investors, and other business stakeholders.
• Handle phone calls, emails, correspondence, and follow-ups on behalf of the MD.
• Prepare meeting agendas, briefing notes, presentations, minutes of meetings, and action-point trackers.
• Maintain confidential files, business documents, records, and correspondence.
• Ensure timely follow-up on instructions given by the MD to various departments.

2. Business Travel & Event Coordination

• Plan and coordinate domestic and international travel, including flights, hotels, local transportation, and itineraries.
• Accompany the MD to business meetings, conferences, exhibitions, trade shows, seminars, and industry events, whenever required.
• Coordinate registrations, visitor passes, event schedules, meeting appointments, and networking engagements.
• Assist in arranging client and business-partner meetings during exhibitions and trade events.
• Prepare travel itineraries, expense statements, supporting bills, and post-travel reports.
• Be flexible to travel within India and overseas based on business requirements.

3. Business & Administrative Coordination

• Coordinate with the company's departments, including Finance, Accounts, HR, Projects, Sales, and Administration.
• Track pending tasks, deadlines, commitments, and important business decisions.
• Assist in preparing reports, presentations, business proposals, and management documents.
• Coordinate with customers, suppliers, consultants, event organisers, and other external stakeholders.
• Support the MD in professional networking and maintaining business relationships.

4. Documentation & Confidentiality

• Maintain organised digital and physical records of meetings, travel, correspondence, and business documents.
• Handle confidential company information with discretion.
• Ensure timely submission of travel bills, expense claims, and other administrative documents.
• Use MS Office, email, calendars, spreadsheets, and online meeting tools effectively.

Eligibility & Desired Skills

• Any graduate; a degree in Business Administration, Commerce, or a related field is preferred.
• 5-10 years of experience as a Personal Secretary, Executive Assistant, Management Assistant, or Secretary to a senior executive.
• Excellent spoken and written English; knowledge of Tamil and Hindi is an advantage.
• Proficiency in MS Word, Excel, PowerPoint, Outlook, and calendar-management tools.
• Strong organisational, communication, coordination, and time-management skills.
• Professional appearance, positive attitude, initiative, and a service-oriented mindset.
• Ability to manage multiple priorities and work with senior management.
• Willingness to undertake domestic and international business travel as required.
• Ability to handle sensitive and confidential information responsibly.

Preferred Candidate Profile

• Experience supporting a Managing Director, CEO, Founder, or senior business executive.
• Experience coordinating business travel, conferences, exhibitions, trade shows, and corporate events.
• Strong follow-up skills and the ability to work independently with minimal supervision.
• A proactive, dependable, well-presented, and detail-oriented professional.

Additional Information

• The role involves occasional domestic and international travel.
• Flexibility in working hours may be required during business travel, conferences, exhibitions, and important meetings.
• Salary will be commensurate with experience, skills, and suitability for the role.