Job Description

Title: Personal Secretary

Company Name: SAM Trading and Construction

Vacancy: 1

Age: At least 25 years

Job Location: Dhaka

Salary: Tk. 18000 - 25000 (Monthly)

Experience:

• At least 5 years
• The applicants should have experience in the following business area(s): Trading or Export/Import

• Bachelor of Business Administration (BBA)

• At least 5 years
• The applicants should have experience in the following business area(s): Trading or Export/Import

• Age At least 25 years

PERSONAL SECRETARY TO CEO

Job Responsibilities & Duties

Position: Personal Secretary to CEO
Department: CEO Office / Administration
Employment Type: Full-Time
Reporting To: Chief Executive Officer (CEO)
Work Location: Dhaka & Anywhere in Bangladesh, as required

Job Summary

The Personal Secretary to the CEO will provide high-level administrative, organizational, communication, and coordination support to the Chief Executive Officer. The position requires a highly organized, responsible, trustworthy, smart, and professional individual who can manage the CEO's daily schedule, correspondence, meetings, documents, follow-ups, and confidential matters efficiently.

Key Responsibilities

1. Calendar & Schedule Management

• Manage and maintain the CEO's daily, weekly, and monthly schedule.

• Arrange and coordinate appointments, meetings, site visits, business events, and official engagements.

• Prioritize appointments and ensure the CEO is properly informed about upcoming commitments.

• Provide timely reminders regarding important meetings, deadlines, appointments, and events.

• Avoid scheduling conflicts and make necessary adjustments when required.

2. Communication Management

• Handle incoming and outgoing telephone calls, emails, messages, and correspondence on behalf of the CEO when authorized.

• Receive and communicate information professionally and accurately.

• Maintain regular communication with clients, business partners, consultants, contractors, government officials, banks, suppliers, and other stakeholders as instructed by the CEO.

• Draft professional emails, letters, notices, memos, and official communications.

• Ensure important messages and information reach the CEO promptly.

3. Meeting & Appointment Coordination

• Arrange meetings between the CEO and clients, government officials, consultants, contractors, suppliers, bankers, and business associates.

• Prepare meeting agendas and required documents when necessary.

• Take meeting notes/minutes and maintain proper records.

• Follow up on decisions and action points arising from meetings.

• Ensure concerned persons complete assigned tasks within the required timeframe.

4. Documentation & Record Management

• Maintain and organize the CEO's important documents, files, correspondence, contracts, agreements, reports, and records.

• Maintain both physical and digital filing systems.

• Prepare documents, presentations, reports, letters, and summaries as instructed.

• Ensure important documents are easily accessible when required.

• Maintain proper records of incoming and outgoing correspondence.

5. Confidentiality & Trust

• Maintain strict confidentiality of all personal, business, financial, banking, legal, contractual, and strategic information of the CEO and the company.

• Never disclose confidential information to unauthorized persons.

• Handle sensitive documents and communications with the highest level of professionalism and discretion.

• Protect the CEO's privacy and business interests at all times.

6. Follow-Up & Coordination

• Follow up with company departments, project teams, engineers, accountants, suppliers, contractors, consultants, and other relevant persons as instructed by the CEO.

• Monitor the status of important assignments and report updates to the CEO.

• Remind responsible persons about pending tasks and deadlines.

• Maintain a daily/weekly follow-up list for important matters.

7. Business & Office Support

• Assist the CEO in managing day-to-day business activities and administrative matters.

• Coordinate with different departments to obtain required information and reports.

• Collect and organize information needed for the CEO's decision-making.

• Assist in preparing business presentations, proposals, reports, and official documents.

• Conduct basic internet research and information gathering when instructed.

8. Travel & Event Management

• Arrange business travel, transportation, accommodation, meetings, and related schedules for the CEO when required.

• Prepare travel itineraries and ensure all necessary documents are available.

• Coordinate participation in conferences, business meetings, government meetings, project visits, and corporate events.

9. Digital & Computer Responsibilities

• Maintain excellent working knowledge of MS Word, MS Excel, PowerPoint, Google Workspace, email, internet browsing, and digital communication platforms.

• Prepare professional documents, spreadsheets, presentations, and reports.

• Manage digital files and folders systematically.

• Assist with online meetings through platforms such as Zoom, Google Meet, and Microsoft Teams.

• Maintain professional communication through WhatsApp and other authorized business communication channels.

10. Project & Construction Business Coordination

• Assist the CEO in coordinating information related to ongoing construction and trading projects.

• Follow up on project schedules, work progress, meetings, approvals, documents, payments, procurement, and other matters as directed.

• Coordinate communication between the CEO and Project Managers, Project Engineers, Site Engineers, clients, consultants, and project authorities.

• Maintain records of important project-related correspondence and instructions.

11. Financial & Administrative Coordination

• Assist the CEO in organizing banking, payment, invoice, bill, quotation, purchase, and financial documents when required.

• Coordinate with the Accounts & Finance Department to collect reports or information requested by the CEO.

• Maintain confidentiality regarding company financial information.

• Follow up on important payment, banking, and administrative matters as instructed.

12. Personal Assistance to CEO

• Provide professional personal assistance to the CEO in matters related to his daily business activities and schedule.

• Assist with personal appointments, travel arrangements, important reminders, and other tasks assigned by the CEO.

• Maintain a clear distinction between confidential personal matters and official company matters.

• Handle all assigned responsibilities with maturity, discretion, and professionalism.

13. Professional Representation

• Represent the CEO's office professionally when communicating with internal and external stakeholders.

• Maintain a polite, respectful, confident, and professional attitude.

• Ensure that the CEO's instructions are communicated accurately and appropriately.

• Build and maintain good professional relationships with relevant stakeholders.

14. Daily Reporting

• Prepare a daily task and follow-up summary for the CEO when required.

• Maintain a list of pending, completed, and urgent matters.

• Immediately inform the CEO about any critical issue, urgent communication, missed deadline, or important development.

• Ensure no important task or commitment is overlooked.

Required Skills & Qualifications

• Bachelor's degree in Business Administration, Management, English, or a relevant field is preferred.

• Previous experience as a Personal Secretary, Executive Secretary, Executive Assistant, or similar position will be an advantage.

• Excellent English and Bangla communication skills.

• Excellent verbal and written communication ability.

• Strong computer skills, particularly MS Word, Excel, PowerPoint, Email, Internet Browsing, and Google Workspace.

• Excellent organizational and time-management skills.

• Ability to multitask and work under pressure.

• Strong interpersonal and communication skills.

• Professional appearance, manners, and behavior.

• Ability to communicate confidently with senior officials, clients, business partners, and other stakeholders.

• Willingness to travel or accompany the CEO when required.

• Ability to maintain strict confidentiality.

• Honesty, integrity, loyalty, responsibility, and discretion are mandatory.

Key Performance Expectations

The Personal Secretary is expected to ensure that the CEO's:

Schedule is Organized + Communication is Managed + Meetings are Coordinated + Instructions are Followed Up + Documents are Properly Maintained + Important Deadlines are Not Missed + Confidential Information is Protected.

Core Values

Confidentiality | Integrity | Loyalty | Professionalism | Discipline | Accountability | Time Management | Communication | Trustworthiness