PERSONAL SECRETARY TO MANAGING DIRECTOR

1. Position Details

Designation: Personal Secretary to Managing Director Department: MD Office / Administration

Reporting To: Managing Director

Location: Bengaluru

Employment Type: Full time

1. Job Purpose

The Personal Secretary will provide comprehensive secretarial, administrative, coordination and follow-up support to the Managing Director, ensuring effective management of appointments, meetings, correspondence, documents, schedules, instructions and confidential matters. The position requires a highly organised, disciplined, trustworthy and proactive individual who can work with confidentiality and handle multiple priorities under the direct guidance of the Managing Director.

1. Key Responsibilities

A. Calendar & Schedule Management
- Maintain and manage the Managing Director's daily schedule, appointments and meetings.
- Coordinate internal and external meetings as instructed.
- Ensure timely reminders and preparation for scheduled meetings.
- Avoid scheduling conflicts and appropriately prioritise appointments.
- Coordinate travel,



visits and other engagements as required.

B. Meeting Coordination
- Arrange meetings, conference calls and appointments on behalf of the Managing Director.
- Prepare meeting schedules, agendas and relevant documents.
- Ensure concerned departments/persons are informed in advance.
- Record important instructions, decisions and action points during meetings wherever required.
- Follow up with concerned persons for completion of assigned action items.

C. Correspondence & Communication
- Draft, format and proofread letters, emails, notices, minutes and other official communications.
- Handle incoming and outgoing correspondence of the MD Office.
- Screen calls, messages and requests and escalate matters appropriately.
- Ensure important communications are brought to the Managing Director's attention without delay.
- Maintain proper records of important communications and instructions.

Preferred candidate profile

📌 Personal Secretary (Bengaluru)
🏢 Vaps Technosoft
📍 Bengaluru