Personal Secretary

We are seeking a competent and experienced Personal Secretary to provide personalized administrative support to our executive team. The Personal Secretary will be responsible for performing a variety of administrative tasks and managing the executive's schedules and communications.

**Responsibilities**:

- Manage and maintain executive schedules, including arranging appointments, meetings, and travel itineraries.
- Screen and direct phone calls and correspondence, taking messages and handling inquiries when necessary.
- Draft and prepare correspondence, reports, presentations, and other documents as required.
- Coordinate and organize meetings, including preparing agendas, taking minutes, and following up on action items.
- Conduct research and compile data to support decision-making processes.
- Manage and maintain filing systems, both electronic and physical, ensuring information is organized and easily accessible.
- Handle confidential and sensitive information with discretion and professionalism.
- Assist with personal tasks and errands as needed.
- Liaise with internal and external stakeholders on behalf of the executive, maintaining professional relationships.
- Perform other administrative tasks as assigned.

**Requirements**:

- Proven experience as a personal secretary, executive assistant, or similar role.
- Excellent organizational and time-management skills, with the ability to prioritize tasks efficiently.
- Strong communication skills, both written and verbal.
- Discretion and confidentiality in handling sensitive information.
- Ability to work independently and proactively, with mínimal supervision.
- Attention to detail and accuracy in all tasks.
- Flexibility and adaptability to changing priorities and environments.
- Bachelor's degree in business administration, secretarial studies, or related field preferred.
- Additional certifications or training in administrative support is a plus
- **Administrative Support**: Providing administrative support to the employer or executive, including managing schedules, arranging appointments, and maintaining calendars.

Overall, the role of a personal secretary is to provide efficient and effective administrative
- **File and Document Management**: Organizing and maintaining physical and digital files, documents, and records. This includes filing paperwork, creating and updating documents, and ensuring information is easily accessible when needed.
- **Meeting Coordination**: Assisting with the planning, coordination, and logistics of meetings, conferences, and events. This may involve scheduling, preparing agendas, arranging facilities, and coordinating attendees.
- **Travel Arrangements**: Making travel arrangements for the employer or executive, including booking flights, accommodations, transportation, and managing travel itineraries.
- **Correspondence**: Drafting, formatting, and proofreading correspondence such as letters, memos, reports, and presentations on behalf of the employer or executive.
- **Client and Stakeholder Relations**: Serving as a point of contact for clients, customers, stakeholders, and other external parties. This may involve greeting visitors, responding to inquiries, and providing assistance as needed.
- **Expense Management**: Managing expenses and financial records, including tracking receipts, processing reimbursements, and reconciling credit card statements.
- **Confidentiality**: Handling sensitive information with discretion and maintaining confidentiality in all aspects of the role.
- **Problem-Solving**: Assisting with problem-solving and decision-making by gathering information, conducting research, and providing support as needed.
- **Ad Hoc Support**: Providing additional support and assistance with various tasks and projects as they arise, demonstrating flexibility and adaptability to meet changing needs.
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- **Scheduling and Calendar Management**: Organizing appointments, meetings, and events, and ensuring that the executive's schedule runs smoothly.
- **Travel Arrangements**: Planning and coordinating travel itineraries, including flights, accommodations, and transportation, often for both business and personal trips.
- **Document Preparation and Management**: Drafting and formatting documents, reports, presentations, and other materials. Also, managing and organizing electronic and paper files.
- **Meeting Support**: Assisting in preparing meeting agendas, taking minutes, and distributing materials. Some secretaries may also coordinate catering and logistics for meetings.
- **Administrative Support**: Providing general administrative assistance such as managing expenses, ordering supplies, and maintaining office equipment.
- **Gatekeeping**: Acting as a gatekeeper for the executive, controlling access and prioritizing requests and appointments based on importance and urgency.
- **Confidentiality**: Handling sensitive information with discretion and maintaining confidentiality at all times.
- **Relationship