Personal Secretary to the Chairman

Role Purpose

The Personal Secretary to the Chairman will provide confidential, high-level administrative and coordination support to the Chairman. The role ensures smooth day-to-day functioning of the Chairman’s office, effective communication with internal and external stakeholders, proper documentation, and disciplined follow-up on key decisions.

This position requires absolute confidentiality, professionalism, and strong coordination skills.

Key Responsibilities

1. Executive Support & Scheduling

• Manage the Chairman’s daily calendar, meetings, and appointments

• Coordinate internal and external meetings, calls, and travel plans

• Prepare meeting agendas, briefing notes, and presentation materials

• Remind and follow up on commitments, deadlines, and action points

2. Communication & Coordination

• Act as the primary point of contact between the Chairman and:

• Directors

• Senior management

• External stakeholders (banks, auditors, vendors, partners, government offices)

• Draft, review, and manage official emails, letters, and correspondence

• Screen and prioritize calls, messages, and visitors

3. Documentation & Records Management

• Maintain confidential records, agreements, reports, and files

• Prepare minutes of meetings (MoM) and circulate action items

• Organize digital and physical documents systematically

• Track approvals, signatures, and follow-ups

4. Follow-up & Task Tracking

• Monitor execution of Chairman’s instructions across departments

• Follow up with department heads on pending actions

• Maintain task trackers and status reports for the Chairman

5. Travel & Logistics Support

• Arrange domestic and international travel, accommodation, and itineraries

• Manage travel documentation, visas, and expense records

• Coordinate logistics for conferences, factory visits, and official events

6. Confidentiality & Professional Conduct

• Handle sensitive information with utmost discretion

• Maintain professionalism in all internal and external dealings

• Ensure information security and controlled access to Chairman’s communications