Personal Secretary

JOB DESCRIPTION PERSONAL SECRETARY TO THE GENERAL MANAGER

• *Company:** Le Pondy – A Unit of Joy’s The Beach Resort Pvt. Ltd.
• *Location:** No. 03, Lake View Road, Pudukuppam, Nalavadu Post, Puducherry – 605007
• *Designation:** Personal Secretary to the General Manager
• *Department:** General Administration / Executive Office
• *Reports To:** General Manager

1\. JOB PURPOSE

To provide comprehensive secretarial, administrative, coordination, and follow\-up support to the General Manager, ensuring the smooth functioning of the General Manager’s office and timely execution of management instructions. The role includes managing appointments, correspondence, meetings, reports, vendor coordination, payment follow\-up, material delivery tracking, and interdepartmental communication while maintaining confidentiality and professional standards.

2\. KEY RESPONSIBILITIES AND DUTIESA. Secretarial and Executive Support

• Manage the General Manager’s daily schedule, appointments, meetings, reminders, and official commitments.
• Handle incoming telephone calls, emails, correspondence, and visitors professionally.
• Draft, type, proofread, and maintain official letters, emails, memos, circulars, and reports as instructed by the General Manager.
• Maintain the General Manager’s calendar and provide timely reminders regarding important appointments and commitments.
• Coordinate official travel arrangements, accommodation, transportation, and other requirements as directed.
• Prepare documents, presentations, statements, and reports required for management review.

B. Meeting Coordination and Follow\-up

• Arrange management meetings, departmental meetings, and other official meetings.
• Prepare meeting agendas and circulate relevant documents to the concerned participants.
• Attend meetings when required and prepare accurate Minutes of Meeting (MoM).
• Maintain an action\-point tracker indicating the tasks assigned, responsible persons, target dates, and current status.
• Follow up with department heads and concerned employees to ensure that instructions issued by the General Manager are implemented within the stipulated timelines.
• Prepare and submit periodic reports on pending action points and unresolved matters.

C. Interdepartmental Coordination

• Act as a communication link between the General Manager and all Heads of Departments (HODs).
• Collect departmental reports, operational updates, and information required by the General Manager.
• Coordinate with HR, Finance and Accounts, Front Office, Housekeeping, Food \& Beverage, Engineering, Security, Stores, Purchase, and other departments.
• Follow up on management approvals, official correspondence, administrative matters, and pending departmental requirements.
• Ensure that management instructions are communicated accurately to the concerned departments and their progress is monitored.
• Escalate delays, operational difficulties, and unresolved issues to the General Manager.

D. Vendor and Supplier Coordination

• Coordinate with vendors and suppliers regarding quotations, purchase orders, supply commitments, delivery schedules, and pending requirements as instructed by the General Manager.
• Follow up with vendors to obtain quotations, invoices, delivery challans, supporting documents, and other records required for procurement and payment processing.
• Maintain regular communication with vendors regarding the status of orders, dispatches, outstanding supplies, and pending commitments.
• Coordinate with the Purchase Department and concerned departments to obtain updates on vendor orders and supply requirements.
• Follow up on delayed supplies, vendor commitments, and unresolved service issues and bring significant delays or disputes to the General Manager’s attention.
• Maintain a vendor follow\-up register containing vendor details, order references, pending requirements, delivery dates, payment status, and remarks.

E. Payment Follow\-up and Accounts Coordination

• Follow up with the Finance and Accounts Department regarding pending vendor payments, outstanding bills, payment due dates, and payment processing status.
• Coordinate with vendors and the Accounts Department to resolve invoice discrepancies and obtain missing supporting documents.
• Maintain a record of vendor payment follow\-ups, including invoice references, amounts, due dates, current status, and pending reasons, based on information provided by the authorised departments.
• Inform the General Manager about overdue payments, urgent vendor payment requests, and matters that may affect the timely supply of materials or continuation of services.
• Coordinate with the concerned departments to prioritise urgent payments, subject to management approval and company procedures.
• Provide periodic updates to the General Manager on pending payments and unresolved vendor\-related financial matters.

• *Note:** The Personal Secretary is responsible for coordination and follow\-up only and shall not independently approve payments, release funds, or make financial commitments unless specifically authorised by management.

F. Material Delivery and Purchase Order Tracking

• Monitor the delivery status of materials, equipment, spare parts, consumables, and other supplies ordered for the resort.
• Follow up with vendors and suppliers to ensure that materials reach the property within the agreed delivery timelines.
• Coordinate with the Purchase Department, Stores, Engineering, and other user departments to confirm material requirements and expected delivery dates.
• Maintain a material delivery tracker showing the purchase order number, supplier name, material description, order date, expected delivery date, actual receipt date, and current status.
• Coordinate with the concerned department or Stores to confirm receipt of materials and obtain updates regarding shortages, damages, or discrepancies.
• Escalate delayed deliveries and shortages that may affect resort operations, guest services, maintenance, or departmental activities.
• Follow up on pending materials until delivery is completed and the concerned department confirms receipt.

G. Confidentiality and Document Management

• Maintain confidential files, management correspondence, agreements, reports, and other official records.
• Ensure the safe custody of important documents and maintain systematic physical and electronic filing systems.
• Handle confidential management, employee, financial, vendor, and business information with utmost discretion.
• Ensure that confidential documents and information are shared only with authorised persons.
• Maintain records of incoming and outgoing correspondence and important management communications.
• Ensure the timely retrieval and submission of documents whenever required by the General Manager.

H. General Administration and Management Support

• Maintain the General Manager’s office in an organised and professional manner.
• Coordinate the preparation and submission of management reports and presentations.
• Monitor important deadlines, pending approvals, vendor commitments, payment follow\-ups, and material delivery schedules.
• Receive and guide visitors, business associates, vendors, and other persons attending meetings with the General Manager.
• Assist in coordinating official events, VIP visits, inspections, and management visits.
• Maintain proper records of management instructions and ensure follow\-up until the assigned tasks are completed.
• Perform any other secretarial, administrative, coordination, and follow\-up duties assigned by the General Manager.

3\. QUALIFICATIONS AND EXPERIENCE

• **Educational Qualification:** Graduate in any discipline. A degree or diploma in Business Administration, Hotel Management, or Office Administration is preferred.
• **Experience:** Preferably 2–3 years of experience as a Personal Secretary, Executive Assistant, Administrative Assistant, or Secretary to senior management.
• **Computer Skills:** Proficiency in MS Word, MS Excel, PowerPoint, email, calendar management, and preparation of reports and tracking sheets.
• **Communication Skills:** Good written and spoken English. Knowledge of Tamil and other languages is an advantage.
• **Professional Competencies:** Strong organisational skills, confidentiality, follow\-up ability, attention to detail, time management, coordination, and professional conduct

Pay: ₹15,000\.00 \- ₹18,000\.00 per month

Benefits

• Food provided

Work Location: In person