Personal Secretary (PS) to Hon`ble Chairman

Job Description

Title: Personal Secretary (PS) to Hon`ble Chairman

Company Name: A Reputed Group of Companies

Vacancy: --

Age: At least 30 years

Job Location: Dhaka

Salary: Negotiable

Experience:

• 3 to 7 years
• The applicants should have experience in the following business area(s): Trading or Export/Import, Group of Companies

• Bachelor’s degree in Business Administration, Management, English, Public Administration, or any relevant discipline.

• Candidates with professional qualifications in Secretarial Management/Office Management will get preference.

• 3 to 7 years
• The applicants should have experience in the following business area(s): Trading or Export/Import, Group of Companies

• Age At least 30 years

• Excellent command of English and Bangla, both written and spoken.

• Strong communication, interpersonal and coordination skills.

• Excellent knowledge of MS Office (Word, Excel, PowerPoint and Outlook/email).

• Good knowledge of online meeting platforms and digital communication tools.

• Strong organizational and time-management skills.

• Ability to manage multiple tasks and priorities efficiently.

• Must be smart, presentable, well-mannered and professionally groomed.

• Should have strong attention to detail and follow-up skills.

• Ability to work under pressure and maintain composure in a fast-paced environment.

• Must demonstrate high integrity, discretion and confidentiality.

• Willingness to work beyond regular office hours when required due to the Chairman’s schedule, meetings or travel.

• Should be flexible to travel when required.

A Reputed Group of Companies is looking for a smart, well-organized, proactive and highly professional Personal Secretary (PS) to the Hon’ble Chairman to provide comprehensive secretarial, administrative and coordination support.

The incumbent will be responsible for managing the Chairman’s daily schedule, appointments, meetings, official correspondence, domestic and international travel arrangements, visa processing, hotel bookings and coordination with internal departments, business partners, government authorities and other external stakeholders. The position requires a high level of confidentiality, professionalism, communication skills and attention to detail.

Key Responsibilities

• Maintain and manage the Chairman’s daily calendar, appointments, meetings, engagements and schedules.

• Arrange, coordinate and confirm meetings, appointments and official engagements of the Chairman.

• Prepare daily/weekly schedules and ensure timely reminders and follow-ups.

• Coordinate with relevant departments and stakeholders regarding meeting agendas, venues, participants and required documents.

• Prepare meeting schedules, briefing notes, presentations, reports and other necessary materials for the Chairman.

• Attend meetings when required, prepare meeting minutes, maintain records and follow up on assigned action points.

• Book and coordinate domestic and international air tickets through approved travel agencies.

• Coordinate complete travel arrangements including visa processing, hotel reservations, airport transfers, travel insurance and travel itineraries.

• Maintain updated records of passport details, visas, air tickets, hotel bookings, travel schedules and other travel-related documents.

• Coordinate with embassies, consulates, visa processing agencies, travel agencies and other relevant organizations when required.

• Prepare and maintain the Chairman’s daily travel itinerary and movement schedule.

• Handle official correspondence, emails, letters, notices, reports, presentations and confidential documents on behalf of the Chairman.

• Draft, format and proofread official letters, emails, memos and other communications as required.

• Receive, screen and prioritize incoming calls, messages, emails and correspondence for the Chairman.

• Coordinate with internal departments and external stakeholders on behalf of the Chairman and ensure timely communication and follow-up.

• Maintain proper filing and documentation systems for confidential and important documents.

• Handle sensitive and confidential information with strict confidentiality and discretion.

• Coordinate with senior management, Directors, business partners, clients, government officials, consultants and other important stakeholders as directed by the Chairman.

• Arrange official lunches, dinners, conferences, business meetings and other corporate engagements when required.

• Coordinate airport reception, transportation, accommodation and other logistical arrangements for the Chairman and visiting VIPs/guests.

• Follow up with concerned departments on instructions given by the Chairman and provide status updates when required.

• Prepare daily activity updates, pending task lists and reminders for the Chairman.

• Maintain a proper record of important contacts, business cards, meeting records and correspondence.

• Ensure timely completion of assigned administrative and secretarial tasks.

• Perform any other duties and responsibilities assigned by the Hon’ble Chairman or Management.

• Attractive salary package based on qualifications and experience.
• Other benefits as per company policy.
• Opportunity to work closely with senior management and business stakeholders.