Private Secretary to Managing Director (MD)

Organization: Agri Industries Vikas Chamber (AIVC)Location: New Delhi (Pan-India & International Travel Mandatory)1. Position OverviewThe Private Secretary to the Managing Director will provide high-level executive, administrative, protocol, and coordination support to the MD’s office. The role requires a dynamic, disciplined, and highly professional individual capable of managing confidential information, coordinating with senior Government officials, and handling fast-paced tasks, including extensive domestic and international travel.2. Key ResponsibilitiesA. Executive & Administrative SupportManage MD’s daily schedule, appointments, internal reviews, conferences, and delegation meetings.Draft and prepare official letters, notes, briefs, proposals, and communication documents.Handle confidential files, data, and classified documentation with utmost discretion.Coordinate with departments, external partners, and government bodies on all matters assigned by MD.B. Travel & Protocol Management (Intense Travel Mandatory)This position requires:Intense domestic travel across all states of India.Regular international travel with MD for official delegations, business visits, conferences, MoUs, and government-level engagements.Availability for last-minute travel, extended stays, and multi-country itineraries as per organizational requirements.Responsibilities:Plan visa processing, official invitations, embassy coordination, tickets, hotel bookings, and protocol arrangements.Prepare detailed travel itineraries, meeting documents, event briefs, and country background notes.Accompany MD on tours for on-ground coordination, drafting minutes, and managing interactions.C. Government Liaison & PR CoordinationCoordinate with Ministries (Agriculture, Rural Development, MSME, Skill, Social Justice, MEA, etc.) for meetings, proposals, and submissions.Maintain relationships with senior government officers, embassy officials, foreign missions, industry leaders, and partner institutions.Support MD in high-level meetings, conferences, and official delegations.Track government schemes, circulars, policy updates relevant to AIVC.D. Event, Summit & Delegation CoordinationAssist in planning and execution of national and international events, agriculture summits, exhibitions, and conferences.Manage VIP protocols, travel logistics, venue coordination, delegate management, and communication.Prepare event reports, minutes, follow-ups, and documentation.E. Communication, Documentation & ReportingCreate high-quality drafts of letters, proposals, MoUs, presentations, and internal notes.Prepare progress trackers, project updates, MOMs, and daily/weekly briefings for MD.Ensure timely communication with stakeholders and follow-up on actions.3. Mandatory RequirementsWillingness and availability for intense domestic & international travel (70–80% of the time if required).Strong communication and drafting skills in English & Hindi.Experience in PR, Government liaison, administrative management, or working with ministries/embassies.Ability to handle confidential information with integrity.Strong organizational and multitasking capabilities.High level of discipline, punctuality, and professional etiquette.4. Qualification & ExperienceGraduate or Postgraduate in any discipline (Preference: Public Administration, Political Science, Management, Communications or similar fields).3–10 years of experience as Private Secretary / Executive Assistant / Government Liaison Officer / Protocol Officer or similar profile.Experience in handling senior Government officials or corporate leaders is desirable.Proficiency in MS Office, drafting skills, email handling, and documentation.5. Key CompetenciesExcellent verbal & written communication.Strong networking and coordination skills.High adaptability for travel-intensive and fast-moving environments.Ability to work under pressure, meet deadlines, and manage crisis situations.Discretion, integrity, and professional conduct.Problem-solving and strong follow-up system.6. Work ConditionsBased at AIVC Headquarters: New Delhi.Requires frequent field visits, state-level meetings, and international travel.Extended working hours on travel or event days may be required.7. ReportingReports directly to the Managing Director (MD), AIVC.Coordinates with senior officials, ministries, State departments, project teams & external stakeholders.