Personal Secretary - Calicut, India - AIMER BUSINESS SCHOOL

AIMER BUSINESS SCHOOL

Verified Company

Calicut, India

3 weeks ago

Posted by:

Deepika Kaur

beBee Recuiter

Description

Job Title:
Personal Secretary to CEO

Job Summary:

A Personal Secretary to the CEO is a key administrative support role responsible for managing the day-to-day activities of the Chief Executive Officer (CEO) and plays a crucial role in maintaining confidentiality, organizing tasks, and contributing to the overall effectiveness and productivity of the executive.

This position requires a high level of professionalism, discretion, and organizational skills to ensure the CEO's schedule, communications, and tasks are efficiently handled.

Key Responsibilities:

Schedule and Calendar Management:

Coordinate and manage the CEO's schedule, including meetings, appointments, and events. Prioritize and organize commitments to optimize the CEO's time.

Communication Handling:

Information Management:

Maintain a comprehensive and organized filing system for documents, records, and other important information. Ensure that all relevant materials are prepared in advance for meetings and appointments.

Meeting Support:

Assist in the preparation for meetings, including collating materials, setting up audiovisual equipment, and taking meeting minutes if required.

Coordinate follow-up actions after meetings.

Confidentiality and Discretion:

Handle sensitive and confidential information with the utmost discretion.

Ensure the CEO is briefed on sensitive matters and provide appropriate guidance.

Meeting Coordination:

Arrange and coordinate meetings, ensuring all necessary materials are prepared in advance.
Take meeting minutes, follow up on action items, and maintain records.

Travel Arrangements:

Plan and coordinate travel arrangements, including flights, accommodations, and transportation. Prepare travel itineraries and ensure all necessary travel documents are in order.

Task Delegation:

Assist in task prioritization and delegation, ensuring that deadlines are met.

Liaise with other departments and team members to facilitate the CEO's workflow.

Office Management:

Oversee the CEO's office space, ensuring it is organized and well-maintained.

Manage office supplies and equipment, and coordinate with relevant support staff.

Relationship Management:

Act as a liaison between the CEO and internal/external stakeholders.

Build and maintain positive relationships with key contacts.

Event Coordination:

Assist in organizing and coordinating events, conferences, and other special occasions.

Ensure the CEO's participation is well-planned and executed.

Qualifications and Skills:

Proven experience as a Personal Secretary or Executive Assistant, preferably supporting Clevel executives.
Exceptional organizational and time management skills.
Strong verbal and written communication skills.
High level of professionalism and interpersonal skills.
Discretion in handling confidential information.
Proficient in office software (e.g., Microsoft Office Suite).
Ability to work independently and in a team.
Adaptability to a fastpaced and dynamic work environment.

Education and Experience: