Personal Secretary

3 weeks ago

Calicut, India AIMER BUSINESS SCHOOL Full time

**Job Title: Personal Secretary to CEO**

**Job Summary**:
A Personal Secretary to the CEO is a key administrative support role responsible for managing the day-to-day activities of the Chief Executive Officer (CEO) and plays a crucial role in maintaining confidentiality, organizing tasks, and contributing to the overall effectiveness and productivity of the executive. This position requires a high level of professionalism, discretion, and organizational skills to ensure the CEO's schedule, communications, and tasks are efficiently handled.

**Key Responsibilities**:
**Schedule and Calendar Management**:
Coordinate and manage the CEO's schedule, including meetings, appointments, and events. Prioritize and organize commitments to optimize the CEO's time.

**Communication Handling**:
**Information Management**:
Maintain a comprehensive and organized filing system for documents, records, and other important information. Ensure that all relevant materials are prepared in advance for meetings and appointments.

**Meeting Support**:
Assist in the preparation for meetings, including collating materials, setting up audiovisual equipment, and taking meeting minutes if required.

Coordinate follow-up actions after meetings.

**Confidentiality and Discretion**:
Handle sensitive and confidential information with the utmost discretion.

Ensure the CEO is briefed on sensitive matters and provide appropriate guidance.

**Meeting Coordination**:
Arrange and coordinate meetings, ensuring all necessary materials are prepared in advance.Take meeting minutes, follow up on action items, and maintain records.

**Travel Arrangements**:
Plan and coordinate travel arrangements, including flights, accommodations, and transportation. Prepare travel itineraries and ensure all necessary travel documents are in order.

**Task Delegation**:
Assist in task prioritization and delegation, ensuring that deadlines are met.

Liaise with other departments and team members to facilitate the CEO's workflow.

**Office Management**:
Oversee the CEO's office space, ensuring it is organized and well-maintained.

Manage office supplies and equipment, and coordinate with relevant support staff.

**Relationship Management**:
Act as a liaison between the CEO and internal/external stakeholders.

Build and maintain positive relationships with key contacts.

**Event Coordination**:
Assist in organizing and coordinating events, conferences, and other special occasions.

Ensure the CEO's participation is well-planned and executed.

**Qualifications and Skills**:

- Proven experience as a Personal Secretary or Executive Assistant, preferably supporting C-level executives.
- Exceptional organizational and time management skills.
- Strong verbal and written communication skills.
- High level of professionalism and interpersonal skills.
- Discretion in handling confidential information.
- Proficient in office software (e.g., Microsoft Office Suite).
- Ability to work independently and in a team.
- Adaptability to a fast-paced and dynamic work environment.

**Education and Experience**:

- Bachelor's degree in business administration.
- Previous experience in a similar role is an advantage

**Salary**: ₹15,000.00 - ₹18,000.00 per month

Schedule:

- Day shift

Ability to Commute:

- Kozhikode, Kerala (required)

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