Personal Secretary

Job Description

Languages : Proficient in English and Hindi (spoken and written)

Joining : Immediate Joiner Preferred

Job Summary :

We are seeking a proactive, organized, and detail-oriented Personal Secretary to provide high-level administrative and executive support to the Director. The ideal candidate will have 3–5 years of relevant experience and strong communication skills in both English and Hindi. The role demands excellent time management, discretion, and coordination abilities.

Key Responsibilities :

Executive Support :

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

Manage and prioritize emails, phone calls, and other communications on behalf of the Director.

Draft, review, and proofread correspondence, reports, and other documents.

Calendar & Appointment Management :

Maintain and update the Director’s calendar.

Schedule and coordinate appointments, meetings, conferences, and travel itineraries.

Send reminders and ensure timely follow-ups for all scheduled activities.

Coordination :

Liaise with internal departments and external parties as needed for smooth communication and follow-up.

Coordinate with clients, vendors, and other stakeholders on behalf of the Director.

Organize and prepare materials for meetings, presentations, and reports.

Office & Task Management :

Maintain confidential records and files.

Handle routine office tasks such as filing, documentation, and record-keeping.

Track pending tasks, deadlines, and ensure timely completion.

Confidentiality & Professionalism :

Handle all sensitive and confidential matters with discretion and integrity.

Exhibit professionalism in all modes of communication and personal interactions.

Requirements

Vendor Sourcing & Evaluation Identify and evaluate suppliers of lab equipment and consumables Conduct market research to stay updated on new technologies and pricing trends Perform site visits and audits to assess supplier capabilities Procurement Management Create and manage purchase orders for lab instruments, chemicals, and accessories Negotiate pricing, delivery timelines, and warranty terms Ensure timely delivery and installation of equipment Documentation & Compliance Maintain accurate records of procurement activities, contracts, and supplier agreements Ensure compliance with safety standards and regulatory requirements Coordinate with finance for timely vendor payments Inventory Coordination Monitor stock levels and forecast procurement needs Collaborate with lab managers to understand equipment usage and future requirements Supplier Relationship Management Build long-term relationships with key vendors Resolve disputes and ensure service-level agreements are met