Personal Secretary (225-723)

A Personal Secretary is an indispensable asset within an organization, responsible for managing the schedules, communications, and administrative tasks for high-level executives or individuals. This role requires a keen attention to detail, efficiency, and the ability to handle sensitive information with utmost discretion. A Personal Secretary acts as a bridge between the executive and other employees or clients, thereby ensuring smooth, effective communication and organizational harmony. In addition to handling routine clerical tasks, a Personal Secretary must anticipate the executive’s needs, handle last-minute changes, and possess exceptional multitasking abilities. Being proactive, possessing excellent communication skills, and having a solid grasp of office software and organizational tools are essential traits that contribute to success in this dynamic and demanding role.

Responsibilities

• Manage and organize calendar schedules, appointments, and meetings effectively and efficiently.
• Prepare correspondence, reports, presentations, and other essential documents as required.
• Maintain strict confidentiality of sensitive information and executive communications.
• Act as the first point of contact for executive inquiries and communications.
• Coordinate and organize travel arrangements, including flight bookings and hotel reservations.
• Oversee and manage office supply inventory and procurement processes.
• Assist with meeting preparation, including agendas, minutes, and follow-up actions.
• Screen phone calls, inquiries, and requests, handling them appropriately.
• Liaise with clients, suppliers, and other staff on behalf of the executive.
• Handle routine administrative tasks such as filing, faxing, and data entry duties.
• Develop and maintain an efficient filing system for easy document retrieval.
• Support and execute ad-hoc projects as required by the executive management.

Requirements

• Bachelor’s degree in business administration or a related field is preferred.
• Proven experience as a personal secretary or similar executive support role.
• Exceptional organizational and time-management skills are a must.
• Strong proficiency in Microsoft Office Suite, including Word and Excel.
• Outstanding verbal and written communication abilities are essential.
• Capability to work independently and prioritize tasks with minimal supervision.
• Excellent problem-solving skills and the ability to handle unexpected situations.