Personal Secretary (225-904)

The position of a Personal Secretary plays an integral role in ensuring that executives and managers have the support needed to meet business demands. As a Personal Secretary, you will be responsible for managing discreet relations with clients, organizing and maintaining schedules, and liaising with internal and external contacts. You will serve as a reliable gatekeeper and confidant, handling an array of tasks that make your executive's day function seamlessly. An exceptional candidate will possess superb organizational skills, a professional demeanor, and the ability to prioritize tasks efficiently. Working closely with executives, creativity and attention to detail will be crucial for success. Your role will be pivotal in maximizing efficiency and effectiveness within the executive office, contributing significantly to the firm's performance.

Responsibilities

• Organize and schedule meetings, appointments, and other official diary events professionally.
• Draft, review, and ensure accuracy in communication correspondences sent from the office.
• Act as the primary point of contact between executives and clients.
• Maintain a comprehensive electronic filing system for easy document retrieval.
• Coordinate travel arrangements, including flights, accommodations, and itineraries.
• Manage and resolve issues and concerns within the office setting efficiently.
• Process and handle confidential documents, ensuring information security at all times.
• Prepare accurate meeting minutes and distribute them appropriately post-meetings.
• Assist in organizing corporate events, ensuring they are well-executed and successful.
• Develop effective strategies to improve office procedures and workflows continuously.
• Support other staff with administrative tasks and maintaining office supplies.
• Prepare and reconcile expense reports to ensure financial accuracy.

Requirements

• Bachelor's degree in Business Administration or a related field preferred.
• Proven experience as a Personal Secretary or in a similar role is essential.
• Excellent verbal and written communication skills required for reports and correspondence.
• Strong organizational skills with the ability to multitask and prioritize workloads.
• Proficiency in MS Office Suite and familiarity with office management software.
• Discretion and confidentiality are essential when handling sensitive information.
• Strong attention to detail and problem-solving abilities are necessary for efficiency.