Personal Secretary to the Founder

Overview:

The Personal Secretary to the Founder will provide high-level administrative support to the Founder, ensuring efficient operation and management of their schedule, communications, and daily activities. This role requires exceptional organizational skills, discretion, and the ability to handle a wide range of tasks with professionalism and confidentiality.

Key Responsibilities:

1. Administrative Support:

• Manage and maintain the Founder’s calendar, scheduling appointments, meetings, and travel arrangements.
• Prepare and organize documents, reports, and presentations for meetings.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail.

2. Meeting Coordination:

• Arrange and coordinate meetings, including preparing agendas, minutes, and follow-up actions.
• Ensure the Founder is well prepared for meetings with necessary documents and information.
• Liaise with internal and external stakeholders to schedule and confirm meetings.

3. Travel Arrangements:

• Plan and book travel itineraries, including flights, accommodations, and transportation.
• Prepare travel expense reports and ensure timely reimbursement of expenses.
• Handle any changes or issues that arise during travel.

4. Communication Management:

• Screen and prioritize incoming communications, responding on behalf of the Founder when appropriate.
• Draft and proofread correspondence, ensuring accuracy and professionalism.
• Maintain a high level of confidentiality in all communications and dealings.

5. Task and Project Management:

• Assist the Founder with personal and business related projects and tasks.
• Monitor and follow up on project deadlines and deliverables.
• Coordinate with other team members and departments as needed to ensure project success.

6. Office Management:

• Manage office supplies and equipment for the Founder’s office.
• Ensure the Founder’s office environment is organized and efficient.
• Handle any ad-hoc administrative tasks as required.

 Qualifications:

   2 Yr Proven experience as a personal secretary, executive assistant, or in a similar role.

    Excellent organizational and time management skills.

    Strong communication and interpersonal skills.

    Proficiency in MS Office (Word, Excel, PowerPoint) and other relevant software.

    Ability to maintain confidentiality and handle sensitive information with discretion.

    Strong attention to detail and problem-solving skills.

    Ability to multitask and work under pressure.

 Preferred Qualifications:

    Bachelor’s degree in Business Administration, Management, or a related field.

    Experience working with high-level executives or founders.

    Familiarity with travel booking and event coordination.

 Reporting:

The Personal Secretary will report directly to the Founder.

 Working Conditions:

 Fulltime position.

• Office environment with regular working hours, flexibility required for after-hours tasks and travel arrangements.
• May require frequent travel.

 Application Process:

Interested candidates should submit their resumes along with a cover letter detailing their relevant experience and why they are a suitable fit for this role.

This job description outlines the responsibilities and qualifications for the role of Personal Secretary to the Founder, emphasizing administrative support, meeting coordination, travel arrangements, communication management, task and project management, and office management. Candidates are expected to have strong organizational and communication skills, with a proven track record in a similar role.