Job Description – Private Secretary

Department: Administration
Reports To: Managing Director / Senior Management

Job Summary

The Private Secretary will provide high-level secretarial and administrative support to the Managing Director/Senior Management. The role involves shorthand dictation, correspondence management, scheduling, document preparation, meeting coordination, record maintenance, and ensuring smooth day-to-day administrative operations with complete confidentiality.

Key Responsibilities

- Take shorthand dictation and accurately transcribe correspondence, reports, and official documents.
- Draft, type, proofread, and maintain letters, reports, presentations, and other business communications.
- Manage the executive's calendar, appointments, meetings, and travel schedules.
- Coordinate meetings, prepare agendas, record minutes, and ensure timely follow-up on action points.
- Screen telephone calls, emails, and visitors, and prioritize communications.
- Maintain confidential files, records, and official documents.
- Coordinate with internal departments and external stakeholders on behalf of the management.
- Handle incoming and outgoing correspondence and ensure timely responses.
- Organize office records, maintain filing systems, and manage documentation.
- Assist in preparing presentations, MIS reports,



and management reports.
- Ensure smooth administrative support for the executive office.
- Perform other secretarial and administrative duties as assigned by the management.

Qualifications

- Graduate in any discipline. Bachelor's degree in Commerce, Arts, or Business Administration preferred.
- Diploma/Certification in Secretarial Practice or Shorthand will be an advantage.

Experience

- 3–7 years of experience as a Private Secretary, Executive Assistant, or similar role.

Skills & Competencies

- Excellent shorthand and typing speed.
- Robust written and verbal communication skills in English and Hindi.
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
- Excellent organizational and time management skills.
- Ability to maintain strict confidentiality and professionalism.
- Strong coordination, interpersonal, and follow-up skills.
- Ability to work under pressure and manage multiple priorities.

Preferred Requirements

- Excellent drafting and correspondence skills.
- Professional etiquette and presentation.
- High level of accuracy, discretion, and attention to detail.
- Ability to work independently with minimal supervision.

Pay: ₹50,000.00 - ₹51,000.00 per month

Work Location: In person

📌 Private Secretary (Chandigarh)
🏢 Gretis India
📍 Chandigarh