Personal Secretary

Job Summary:The Personal Secretary cum QMS Manager is a dual-role position, responsible for providing comprehensive administrative and secretarial support to senior management while ensuring the effective implementation, maintenance, and improvement of the company's Quality Management System (QMS). This position requires a combination of strong organizational and communication skills, as well as expertise in QMS practices, to support both executive functions and quality assurance activities.
- Key Responsibilities:Personal Secretary Responsibilities**:Executive Support**:
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- Manage the calendar and schedule appointments for senior executives, ensuring efficient time management.
- Coordinate travel arrangements, including booking flights, hotels, and itineraries.
- Organize meetings, prepare agendas, take minutes, and track action items.
- Prepare reports, presentations, and other documentation for meetings and executive reviews.
- Liaise with internal and external stakeholders on behalf of the management team.
- **Confidentiality and Communication**:
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- Handle confidential information with discretion and professionalism.
- Maintain a high standard of communication, both written and verbal, ensuring clarity and effectiveness.
- **Document Management**:
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- Organize and maintain executive files, documents, and records in an orderly manner.
- Prepare and proofread documents for meetings, ensuring accuracy and completeness.
- **Event Coordination**:
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- Organize company events, meetings, conferences, and team-building activities.
- Ensure all logistics are coordinated, including venue booking, catering, and guest lists.
- QMS Manager Responsibilities**:QMS Development & Maintenance**:
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- Oversee the development, implementation, and maintenance of the company's Quality Management System (QMS) in accordance with industry standards (e.g., ISO 9001).
- Ensure that the QMS is fully compliant with applicable quality standards and regulations.
- Monitor the QMS to ensure ongoing compliance with defined procedures and processes.
- **Documentation and Records Control**:
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- Maintain accurate records of QMS documentation, including policies, procedures, work instructions, and quality manuals.
- Ensure proper control and distribution of QMS documentation, with regular updates as needed.
- **Audits and Inspections**:
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- Coordinate internal and external audits of the QMS to evaluate performance and compliance.
- Prepare for and manage certification and surveillance audits by third-party auditors.
- Identify areas for improvement and work with relevant departments to implement corrective actions.
- **Training and Support**:
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- Conduct QMS training for employees to ensure understanding and adherence to quality standards.
- Provide guidance and support to staff regarding quality procedures and best practices.
- **Continuous Improvement**:
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- Lead initiatives for continuous improvement in quality management, process optimization, and efficiency.
- Gather data and analyze trends to identify quality issues and opportunities for improvement.
- **Reporting**:
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- Prepare and present regular reports on QMS performance, audit results, and quality improvement initiatives to senior management.
- Assist in the preparation of quality-related reports for regulatory bodies, as required.

Pay: ₹20,000.00 - ₹30,000.00 per month

**Benefits**:

- Health insurance
- Paid sick time
- Provident Fund

Schedule:

- Day shift

Supplemental Pay:

- Performance bonus

**Experience**:

- Personal assistant: 1 year (required)

**Language**:

- Hindi (required)
- English (required)

Work Location: In person

Expected Start Date: 28/11/2024