Personal Secretary

Job Description You will act as the right hand of the business owner. Your goal is to free up their time, organize their schedule, and keep priorities on track. You will coordinate across departments, manage tasks, and ensure follow-ups get done. You’ll maintain confidentiality, manage communications, and enable the owner to stay focused on high-impact work. Key Responsibilities • Calendar & Schedule Management Block time for meetings, site visits, and deep work. Ensure daily, weekly, monthly plans are realistic and prioritized. • Task Tracking & Follow-up Track owner’s to-dos across departments. Set reminders and ensure things don’t slip. • Interdepartmental Coordination Act as the bridge between the owner and key team leads (design, procurement, execution). Collect updates, escalate delays, and sync expectations. • Communication Handling Draft and manage emails, WhatsApp messages, and internal communications. Flag what’s urgent and respond where appropriate. • Client & Vendor Coordination Schedule key meetings. Follow up on agreed actions. Maintain basic records of client and vendor preferences. • Daily Briefing Meet the owner every morning for 15–20 minutes. Review calendar, key priorities, and check on open loops. • Meeting Documentation Attend important meetings with the owner. Take notes and track action points. • Personal Support Handle bookings, personal reminders, and errands that save time and mental load. • Coordinate between design team, site team, vendors, and clients. • Maintain clear and regular communication with clients on progress and issues. • Handle scheduling and logistics for meetings, visits, and installations. Key Result Areas (KRAs) 1. Daily Execution Support 2 Maintain 100% clarity on owner’s calendar. 3 Ensure top 3 priorities get addressed each day. 2. Task Closure Rate 5 90%+ of delegated follow-ups completed on time. 6 Zero missed critical follow-ups. 7. Cross-Team Communication 8 Weekly updates from all teams compiled and shared. 9 Owner feels well-informed without being overwhelmed. 10. Owner Time Management 11.At least 70% of the owner’s time spent on high-value activities (not admin tasks). o Minimum 2 hours daily of uninterrupted focus time. 5. Information Management o Maintain a simple dashboard or tracker of all ongoing priorities. o Update it daily and review in morning briefings. 6. Internal Coordination: Response time < 2 hours on internal queries or escalations. (Measured via team feedback and communication logs) 7. Meeting Milestone Targets: Ensure at least 95% milestone completion as per master schedule. (Reviewed during fortnightly management reviews) Daily Checklist • Review tasks for the day from project plan • Confirm material status with procurement/vendor • Coordinate with site supervisor for current progress • Check and respond to client messages/emails • Update tracking sheet with status and remarks • Escalate delays or decision bottlenecks • Log all conversations, approvals, and changes Weekly Checklist • Prepare and share weekly progress report • Review timeline vs actual for each project • Update and circulate revised schedules if needed • Conduct weekly call with clients • Meet internal teams for cross-department coordination • Verify site photos and documentation are up to date • Follow up on pending approvals, payments, and materials