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Personal Secretary to The Chairman
2 weeks ago
**Position: Personal Secretary to the Chairman**
Location: Harsha Institutions, Nelamangala
Department: Chairman’s Office
Reports to: Chairman
Job Summary:
Key Responsibilities:
Administrative Support:
Manage the Chairman's calendar, including scheduling meetings, appointments, and travel arrangements.
Prepare and organize reports, presentations, and other documents for meetings and review.
Maintain confidential records and files related to the Chairman's office.
Handle all internal and external communications on behalf of the Chairman.
Liaise with department heads, faculty, and external stakeholders as needed.
Meeting Coordination:
Arrange and coordinate internal and external meetings, including board meetings, strategic sessions, and discussions with key stakeholders.
Take minutes, prepare agendas, and follow up on action items from meetings.
Assist in preparation for presentations and reports for executive meetings.
Travel and Event Management:
Organize domestic and international travel arrangements, including flight bookings, accommodation, and itineraries.
Plan and coordinate events, conferences, or seminars as required by the Chairman.
Document Management:
Draft and proofread official correspondence, documents, and reports on behalf of the Chairman.
Ensure timely submission of necessary documents and maintain accurate records of all important decisions and agreements.
Operational Efficiency:
Maintain task lists, prioritize projects, and ensure deadlines are met.
Coordinate with different departments to ensure smooth operations and proper communication.
Serve as a gatekeeper to ensure the Chairman’s time is efficiently managed.
Confidentiality and Discretion:
Handle all confidential matters with the utmost discretion and professionalism.
Safeguard sensitive information related to Harsha Institutions and the Chairman's office.
Skills and Qualifications:
Bachelor’s degree in Business Administration, Office Management, or a related field.
Proven experience (3-5 years) as a personal secretary, executive assistant, or in a similar role.
Excellent organizational and multitasking abilities.
Strong communication skills (written and verbal), with proficiency in English and Kannada.
Strong attention to detail and accuracy.
Ability to work independently and handle high-pressure situations with poise.
High level of discretion and confidentiality.
Flexibility to work outside regular office hours as needed.
Preferred Qualifications:
Previous experience working in an educational institution or with high-level executives is an advantage.
Familiarity with office administration practices in academic settings.
Key Competencies:
Time Management: Ability to manage multiple tasks and prioritize effectively.
Problem-Solving: Capable of addressing issues proactively and suggesting practical solutions.
Interpersonal Skills: Strong relationship management with the ability to communicate effectively with internal and external stakeholders.
Professionalism: High level of professionalism in conduct, appearance, and communication.
Attention to Detail: Ability to focus on all aspects of tasks and ensure no detail is overlooked.
Work Environment:
This position is based in the Chairman’s Office at Harsha Institutions, Nelamangala. Occasional travel and the need to work flexible hours may be required.
**Job Types**: Full-time, Permanent
Pay: ₹35,000.00 - ₹59,000.00 per month
**Benefits**:
- Cell phone reimbursement
- Food provided
Schedule:
- Day shift
**Experience**:
- total work: 5 years (required)
Work Location: In person
