The role of a Personal Secretary to the Managing Director (MD) involves providing administrative support, managing schedules, and ensuring smooth communication and operations. Here are the key roles and responsibilities:

1. Calendar Management

• Organize and manage the MD's calendar, including meetings, appointments, and travel arrangements.
• Coordinate scheduling conflicts and prioritize urgent matters.
• Ensure the MD’s time is effectively allocated by reminding them of important meetings and deadlines.

2. Communication Management

• Act as the point of contact between the MD and internal/external stakeholders.
• Screen phone calls, emails, and other correspondence, ensuring important matters are highlighted.
• Draft and proofread emails, letters, and reports.
• Respond to inquiries on behalf of the MD and escalate issues when necessary.

3. Travel and Logistics Coordination

• Organize domestic and international travel arrangements, including flights, accommodation, and transportation.
• Prepare detailed itineraries for trips, ensuring all logistics are in place.
• Handle reimbursements and expenses related to travel.

4. Meeting Support

• Organize meetings and conferences, including preparing agendas, presentations, and other necessary documents.
• Attend meetings to take minutes and assist with follow-up actions.
• Ensure all meeting materials are ready in advance.

5. Document Management

• Maintain an efficient filing system, both electronic and physical.
• Ensure the MD has easy access to important documents, contracts, and reports.
• Draft, review, and file correspondence, memos, and reports.

6. Confidentiality and Discretion

• Handle sensitive and confidential information with discretion.
• Manage and maintain confidentiality regarding internal matters, personnel information, and business strategies.

7. Support in Decision Making

• Assist the MD with gathering necessary information for decision-making.
• Prepare briefing notes, reports, and data analysis to assist in evaluating options.
• Liaise with other departments to ensure the MD has all required information for business decisions.

8. Relationship Management

• Foster and maintain professional relationships with clients, colleagues, and other stakeholders on behalf of the MD.
• Coordinate social engagements or corporate events as requested by the MD.