Personal Secretary

Job Overview:
The Personal Secretary provides personalized administrative support to executives or individuals, ensuring the smooth and efficient running of their personal and professional affairs. This role requires discretion, excellent communication skills, and a strong ability to manage schedules, handle confidential information, and anticipate needs to ensure the executive’s personal and professional goals are met.
Key Responsibilities:

1. Personal and Professional Assistance:
• Provide day-to-day administrative support to the executive, ensuring timely completion of tasks.
• Manage the executive's personal and professional calendar, scheduling meetings, appointments, and events.
• Coordinate personal errands, such as making travel arrangements, ordering personal items, and managing household tasks if required.
• Handle phone calls, emails, and other communication, prioritizing and responding on behalf of the executive.
• Act as a liaison between the executive and other staff members, clients, and external parties.
2. Document and File Management:
• Organize and maintain the executive's personal files, records, and documents in an organized, accessible manner.
• Draft, proofread, and manage correspondence, reports, and other documents as required.
• Handle both personal and professional documentation, ensuring confidentiality and accuracy.
3. Travel and Event Coordination:
• Arrange all aspects of travel, including flights, accommodations, and transportation for business and personal trips.
• Coordinate logistics for personal and professional events, meetings, and social gatherings.
• Ensure all travel and event arrangements are executed smoothly and on time.
4. Communication Management:
• Screen and manage all incoming calls, emails, and messages, ensuring that urgent matters are addressed promptly.
• Draft and manage personal and professional correspondence on behalf of the executive.
• Maintain strong relationships with clients, partners, and other stakeholders.
5. Time and Task Management:
• Prioritize and manage daily tasks and appointments to ensure efficiency.
• Monitor the executive's deadlines and follow up on pending items, ensuring tasks are completed in a timely manner.
• Anticipate needs and proactively address potential issues or concerns.
6. Confidentiality and Discretion:
• Maintain high levels of confidentiality regarding sensitive personal and professional matters.
• Handle personal and professional information with the utmost discretion and integrity.
7. General Support:
• Provide general administrative support for both personal and professional projects, as needed.
• Assist with personal shopping, event planning, and coordinating family matters if required.
• Support the executive’s personal lifestyle, ensuring personal goals and preferences are met.

• Skills:
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Excellent organizational and time-management skills.
• Ability to handle multiple tasks and prioritize effectively.
• Strong problem-solving and decision-making skills.
• High degree of professionalism, discretion, and confidentiality.
• Ability to handle sensitive situations with tact and diplomacy.