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Personal Secretary To Director
ConfidentialMumbai8 days ago
Job descriptionDraft, review, and respond to emails, letters, and internal communications. Screen and manage calls, messages, and requests from internal and external stakeholders. Serve as the first point of contact on behalf of the executive. Plan and execute meeting logistics, agenda creation, and presentation material preparation. Record minutes of meetings and follow up on actionable items. Ensure meetings are productive and well-documented. Organize comprehensive domestic and international travel plans. Book flights, accommodation, transportation, and prepare detailed itineraries. Track and manage travel expenses and reimbursement reports. Maintain well-organized filing systems for physical and digital documents. Handle confidential information with the highest level of discretion. Assist with personal errands or administrative tasks as needed. Assist in preparing management reports, dashboards, and business presentations. Ensure timely submission of MIS reports, expense reports, and other documentation. Facilitate communication and collaboration across departments. Follow up on pending tasks and ensure smooth workflow between teams. Act as a liaison between the executive and staff. Proactively help the executive manage time and prioritize tasks. Provide daily briefs on important deadlines, deliverables, and meetings. Support planning and execution of internal events, townhalls, meetings, and offsites. Coordinate logistics and ensure seamless execution. Represent the executive in interactions with clients, vendors, and stakeholders. Uphold the executive's image and organizational values in all communications. Graduate / Postgraduate in any discipline. Prior experience of 3+ years in a similar role preferred. Strong organizational and time management skills. Excellent verbal and written communication. High level of integrity, confidentiality, and professionalism. Proficiency in MS Office (Word, Excel, PowerPoint, Outlook). Comfortable working in a fast-paced, dynamic environment.
Key Responsibilities :
1. Calendar & Schedule Management
- Organize and maintain the executive's daily calendar.
- Schedule meetings, appointments, and events, ensuring no scheduling conflicts.
- Send timely reminders and manage changes / reschedules effectively.
2. Communication Handling
3. Meeting Coordination & Documentation
4. Travel Arrangements
5. Administrative Support
6. Reporting & Presentations
7. Interdepartmental Coordination
8. Time and Priority Management
9. Event Planning & Support
10. Professional Representation
Desired Candidate Profile :
Skills Required
Calendar Management, Meeting Coordination, Travel Planning, Mis Reporting
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Personal Secretary • Mumbai
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