Personal Secretary

Vaps Technosoft; Bengaluru; On-site; INR 500,000 - 900,000; Full time

Job summary

Vaps Technosoft is seeking a proactive Personal Secretary to the Managing Director in Bengaluru. You will provide comprehensive secretarial, administrative and coordination support, manage schedules, handle correspondence and maintain confidential records.

Reporting to the Managing Director, you will coordinate meetings, travel and follow-up on action items, ensuring smooth operations of the MD Office and Administration.

Responsibilities

• Maintain and manage the Managing Director's daily schedule, appointments and meetings.
• Coordinate internal and external meetings as instructed.
• Prepare meeting schedules, agendas and relevant documents.
• Record important instructions, decisions and action points during meetings.
• Follow up with concerned persons for completion of assigned action items.
• Draft, format and proofread letters, emails, notices and other official communications.

Job description

JOB DESCRIPTION

PERSONAL SECRETARY TO MANAGING DIRECTOR

1. Position Details

Designation: Personal Secretary to Managing Director
Department: MD Office / Administration
Reporting To: Managing Director
Location: Bengaluru
Employment Type: Full-Time

2. Job Purpose

The Personal Secretary will provide comprehensive secretarial, administrative, coordination and follow-up support to the Managing Director, ensuring effective management of appointments, meetings, correspondence, documents, schedules, instructions and confidential matters.

The position requires a highly organised, disciplined, trustworthy and proactive individual who can work with confidentiality and handle multiple priorities under the direct guidance of the Managing Director.

3. Key Responsibilities

A. Calendar & Schedule Management

• Maintain and manage the Managing Director's daily schedule, appointments and meetings.
• Coordinate internal and external meetings as instructed.
• Ensure timely reminders and preparation for scheduled meetings.
• Avoid scheduling conflicts and appropriately prioritise appointments.
• Coordinate travel, visits and other engagements as required.

B. Meeting Coordination

• Arrange meetings, conference calls and appointments on behalf of the Managing Director.
• Prepare meeting schedules, agendas and relevant documents.
• Ensure concerned departments/persons are informed in advance.
• Record important instructions, decisions and action points during meetings wherever required.
• Follow up with concerned persons for completion of assigned action items.

C. Correspondence & Communication

• Draft, format and proofread letters, emails, notices, minutes and other official communications.
• Handle incoming and outgoing correspondence of the MD Office.
• Screen calls, messages and requests and elevate matters appropriately.
• Ensure important communications are brought to the Managing Director's attention without delay.
• Maintain proper records of important communications and instructions.