Job Title: Personal Secretary / Executive Assistant / Personal Assistant (PA) / Secretary

Department: Executive Office / Administration

Reports To: [ Specify the Principal's Designation, e.g., Managing Director, CEO, General Manager, Business Owner ]

Location: Nashik, Maharashtra, India (This role is primarily office-based, requiring consistent presence during business hours, with occasional flexibility for early/late hours or travel as per the Principal's schedule).

Job Summary:

We are seeking a highly organized, discreet, and proactive Personal Secretary to provide comprehensive administrative and secretarial support to our [ Specify Principal's Designation, e.g., Managing Director ] in Nashik. The ideal candidate will be an indispensable partner, ensuring the efficient management of their professional schedule, communications, and daily operations. This role demands exceptional communication skills, meticulous attention to detail, the ability to anticipate needs, and strict adherence to confidentiality.

Key Responsibilities:

Calendar & Schedule Management:
Manage and maintain a complex and dynamic calendar, scheduling meetings, appointments, and conferences, both internal and external.
Prioritize commitments and proactively identify potential conflicts or necessary adjustments.
Send timely reminders and prepare necessary documents/briefs for scheduled engagements.
Communication & Correspondence:
Screen and manage all incoming calls, emails, and physical correspondence, prioritizing and routing them appropriately.
Draft, proofread, and send professional emails, letters, reports, and other documents on behalf of the Principal.
Maintain discretion and confidentiality in all communications.
Travel Arrangements:
Coordinate comprehensive national and international travel itineraries, including booking flights, hotels, ground transportation, and managing visa applications.
Prepare detailed travel briefs and ensure all necessary documents are organized.
Meeting Support:
Prepare and circulate meeting agendas, presentations, and supporting materials in advance.
Attend meetings, accurately take minutes, and circulate action items to relevant attendees.
Follow up on action items to ensure timely completion.
Document & Information Management:
Prepare, format, edit, and proofread various documents, reports, presentations, and spreadsheets.
Create and maintain highly organized physical and digital filing systems, ensuring easy retrieval of confidential and important documents.
Handle sensitive and confidential information with utmost discretion and integrity.
Expense & Basic Financial Management:
Prepare and submit expense reports, ensuring all receipts and documentation are accurate and timely.
Assist with basic financial record-keeping related to the Principal's professional activities.
Office Administration & Gatekeeping:
Act as a primary point of contact and gatekeeper, filtering requests and managing access to the Principal.
Assist with general office administrative tasks related to the executive's needs, such as ordering supplies or coordinating office events.
Ensure the executive's workspace is organized and functional.
Ad-hoc Support:
Undertake various administrative, research, and personal tasks as assigned, demonstrating flexibility and a willingness to assist beyond defined responsibilities.