Department: Admin
Reports To: Admin Manager
Duty: 8 hours

Job Summary:

The Personal Secretary will provide comprehensive administrative and secretarial support to the designated executive or senior manager. This role requires a high level of organizational skills, discretion, and the ability to manage complex schedules and communications. The Personal Secretary will play a pivotal role in ensuring the efficient operation of the executive's office.

Key Responsibilities:

1. Calendar Management:

• Maintain and manage the executive's calendar, scheduling meetings, appointments, and travel arrangements.
• Prioritize and organize meetings, ensuring the executive's time is optimized.

2. Communication Management:

• Screen, prioritize, and respond to incoming emails, phone calls, and other correspondence on behalf of the executive.
• Draft, proofread, and edit emails, reports, and documents as needed.

3. Travel Coordination:

• Make travel arrangements, including booking flights, accommodations, and transportation.
• Prepare detailed itineraries and travel documents.

4. Meeting Support:

• Prepare agendas, attend meetings, and take accurate meeting minutes.
• Follow up on action items and ensure deadlines are met.

5. Document Management:

• Organize and maintain physical and electronic files, records, and documents.
• Ensure confidentiality and security of sensitive information.

6. Office Organization:

• Keep the executive's office and workspace organized and tidy.
• Order and manage office supplies as needed.

7. Guest Relations:

• Greet and assist visitors, clients, and guests in a professional and courteous manner.

8. Special Projects:

• Assist with special projects, research, and presentations as assigned by the executive.
• Provide administrative support for executive-level initiatives.
• Travel to sites as assigned by the executive.

9. Deadline Management:

• Help the executive meet project and task deadlines by coordinating and tracking progress.

10. Confidentiality:

• Handle confidential information with the utmost discretion and integrity.

Job Requirements:

• Bachelor's degree or equivalent work experience.
• Proven experience as an executive or personal secretary.
• Exceptional organizational and time-management skills.
• Proficient in Microsoft Office suite and other office software.
• Able to make correspondence in Nepali & English both.
• Strong written and verbal communication skills.
• Excellent interpersonal skills and a professional demeanor.
• Ability to multitask and prioritize effectively.
• Strong attention to detail.
• Discretion and the ability to maintain confidentiality.
• Experience in a similar role within the industry.
• Knowledge of office management systems and procedures.
• Familiarity with calendar scheduling and productivity tools (e.g., Microsoft Outlook, Google Calendar).
• Previous experience supporting senior executives or high-level managers.
• Candidate with a 2-wheeler vehicle and license are desired.