Personal Secretary

The Personal Secretary to the Principal Architect as well as Administrative in-charge plays a vital role in ensuring the smooth functioning of the Principal Architects daily schedule, communication as well as administrative responsibilities. This position requires a proactive, organized, and detail-oriented individual who can manage multiple tasks efficiently while maintaining a high level of professionalism and confidentiality.

Key Responsibilities

• Calendar & Schedule Management: Coordinate and manage the Principal Architects daily schedule, including meetings, appointments, site visits, reviews, and travel plans. Ensure timely reminders and smooth transitions between tasks.
• Communication Handling: Act as the primary point of contact for internal teams, clients, consultants, vendors, and external agencies. Manage phone calls, emails, and messages, ensuring clear, timely, and professional communication.
• Documentation & Correspondence: Draft, review, and organize letters, emails, proposals, presentations, minutes of meetings, and other official documents. Maintain accurate records of project-related communication.
• Administrative Support: Handle daily administrative tasks such as filing, record-keeping, data management, and maintaining important documents-including drawings, reports, approvals, and project files.
• Travel & Logistics: Organize travel itineraries, accommodation, transportation, and other logistics for the Principal Architect as required.
• Task & Time Management: Track deliverables, commitments, and key project timelines. Ensure the Principal Architect is well-prepared for each task and that follow-up actions are completed.

Skill Requirement

• Good communication and interpersonal skills
• Strong organizational and time-management abilities
• Proficiency in MS Office (Word, Excel, PowerPoint), email management, and basic digital tools
• Ability to multitask and work under pressure
• Attention to detail and strong documentation skills.
• Minimum 8 years in a similar field.

Overall Role summary

The Personal Secretary acts as an extension of the Principal Architect, ensuring that their professional responsibilities run smoothly and efficiently. The role demands maturity, reliability, and the ability to anticipate needs, manage priorities, and support the Principal Architect in achieving both creative and organizational goals of the architecture firm.