Personal Secretary to Managing Director (MD)

Reporting to: Managing Director

We are looking for a highly organized and proactive Personal Secretary to the Managing Director (MD) to provide comprehensive administrative and executive support. The ideal candidate will manage the MD's schedule, coordinate meetings and communications, prepare reports and documents, maintain confidentiality, and ensure seamless coordination between departments and branch offices to support efficient decision-making and daily operations.

Key Responsibilities

• Calendar Management: Scheduling and coordinating appointments, meetings, and events while proactively resolving scheduling conflicts.
• Communication: Acting as the primary point of contact for MD. This includes screening phone calls, handling inquiries, and managing incoming/outgoing emails.
• Travel Coordination: Planning comprehensive travel itineraries.
• Meeting Support: Preparing agendas, assembling meeting briefs, taking accurate minutes, and following up on actionable items with internal departments.
• Confidentiality & Filing: Establishing and maintaining highly organized digital and physical filing systems, ensuring absolute discretion with sensitive business data.
• Prepare, proofread, and file documents, letters, and reports
• Handle routine and administrative tasks as required
• Coordinate between different departments to ensure smooth communication and coordination
• Coordinate with branch managers on operational updates, reports, and follow-ups
• Analyze data and prepare summary notes/reports for review and decision-making