We are looking for a highly organised, responsible and professional Personal Secretary to the Chairman to manage the day-to-day functioning and coordination of the Chairman’s office.

The Personal Secretary will be based in the office and will work closely with the Chairman, his Personal Assistant and other members of the team to ensure that meetings, correspondence, documents, follow-ups and office requirements are handled efficiently.

The ideal candidate should be excellent at coordination, documentation and follow-through, with strong communication skills and the ability to manage multiple priorities in a professional and confidential manner.

Key Responsibilities1. Office & Schedule Coordination

- Maintain and update the Chairman’s office calendar and daily schedule.
- Coordinate meetings, appointments and office engagements.
- Ensure the Chairman has the required information, documents and meeting details in advance.
- Coordinate with the PA regarding changes to the Chairman’s schedule.
- Maintain a daily list of pending tasks, appointments and follow-ups.

1. Correspondence & Communication

- Manage routine correspondence on behalf of the Chairman’s office.
- Draft and format letters, emails, notices, invitations and other official communication.
- Handle incoming communication and ensure it reaches the appropriate person.
- Coordinate responses and follow-ups with relevant departments and individuals.
- Maintain professional communication with officials, organisations, stakeholders and members of the public.

1. Documentation & Records

- Maintain organised physical and digital records of correspondence, documents and meetings.
- Prepare and maintain files, registers, contact lists and databases.
- Organise important documents for meetings and appointments.
- Maintain proper records of commitments, requests and follow-up actions.
- Ensure confidential documents are handled appropriately.

1. Meeting Coordination

- Schedule and coordinate meetings at the Chairman’s office.
- Prepare meeting requirements,



including documents, briefs and relevant information.
- Maintain meeting notes and action points where required.
- Track pending actions after meetings and coordinate with concerned team members.
- Ensure important follow-ups are not missed.

1. Follow-Ups & Coordination

- Follow up with departments, staff members, officials and external stakeholders on tasks assigned by the Chairman or office.
- Maintain a clear tracker of pending matters.
- Regularly update the Chairman/office on the status of important tasks.
- Coordinate between different members of the team to ensure timely completion of work.

1. Office Administration

- Coordinate the Chairman’s office requirements with administrative staff.
- Assist with stationery, documents, printing, courier and other office requirements.
- Coordinate visitor appointments and maintain an organised appointment schedule.
- Support the smooth day-to-day functioning of the Chairman’s office.

1. Event & Engagement Support

- Assist with coordination for meetings, conferences, public programmes and office events.
- Prepare guest lists, schedules, invitations and other event-related documents.
- Coordinate with event teams and relevant staff when required.
- Maintain records and follow-up requirements arising from events and meetings.

1. Digital & Technology Skills

- Use email, calendars, Microsoft Office/Google Workspace and WhatsApp confidently.
- Prepare professional documents, spreadsheets and presentations.
- Maintain digital files and databases in an organised manner.
- Use basic online research tools to gather information when required.




- Familiarity with social media and basic Canva/editing tools will be an advantage.

1. Confidentiality & Professional Conduct

- Maintain strict confidentiality regarding the Chairman’s office, meetings, correspondence and internal matters.
- Handle sensitive documents and information responsibly.
- Maintain professionalism when dealing with senior officials, visitors, staff and external stakeholders.
- Follow the protocols and working procedures of the Chairman’s office.

Candidate Profile The ideal candidate should be:
- Highly organised and detail-oriented.
- Excellent at following up and closing pending tasks.
- Good at written and verbal communication.
- Comfortable managing multiple tasks simultaneously.
- Professional, punctual and well-presented.
- Discreet and trustworthy.
- Proactive rather than dependent on constant instructions.
- Comfortable working with senior officials and a wide range of stakeholders.
- Good at maintaining records and documentation.
- Calm and professional in a busy office setting.

Language Requirements

Fluent in:

- English
- Hindi
- Gujarati

Good written and spoken English is particularly important for correspondence and documentation. Experience & Qualifications
- Graduate in any discipline.
- 2–5 years of experience as a Personal Secretary, Executive Secretary, Office Secretary, Executive Assistant or similar role preferred.
- Experience working in the office of a senior executive, public figure, organisation or political/public office will be an advantage.
- Strong knowledge of MS Office/Google Workspace.
- Excellent email, documentation and calendar-management skills.

Working Hours 9:00 AM to 6:00 PM The position is primarily office-based with fixed working hours. Occasional extended hours or attendance at an important office event may be required depending on organisational needs, but the role is not intended to involve regular travel with the Chairman.

Pay: ₹20,000.00 - ₹40,000.00 per month

Work Location: In person

📌 Personal Secretary to Chairman (Ahmedabad)
🏢 Silver Touch Hospitals
📍 Ahmedabad