Personal Secretary to the Director

Job Description

Title: Personal Secretary to the Director

Company Name: East Coast Group

Vacancy: 1

Age: Na

Job Location: Dhaka (GULSHAN 1)

Salary: --

Experience:

• At least 2 years

• Bachelor/Honors

• Minimum Bachelor Degree from any reputed institution.

• Candidates with Finance major will get preference.

• At least 2 years

• Proven experience as a Personal Secretary or in a similar role.

• Strong organizational and multitasking skills.

• Excellent communication skills both written and verbal.

• High level of professionalism and discretion.

• Proficiency in MS Office (Word, Excel, PowerPoint) and other office management software.

• Ability to manage time effectively and prioritize tasks.

• Attention to detail and high accuracy in work.

The Personal Secretary to the Director will provide high-level administrative support to the Director. The role requires a highly organized, proactive, and detail-oriented individual who can manage schedules, communication, meetings and ensure smooth operations.

Key Responsibilities:     

• Preparing various reports on business, presentations and sales data analysis.
• Organize and manage the Director’s calendar, schedule appointments, meetings, and events.
• Coordinate and prioritize appointments to ensure effective time management.

Communication:

• Handle incoming and outgoing communications (calls, emails, letters, and memos) on behalf of the Director.
• Draft and proofread correspondence, ensuring professionalism and accuracy.
• Liaise with internal and external stakeholders, ensuring timely responses and action items.

Meeting Coordination:

• Schedule and prepare for meetings, including organizing agendas, taking minutes, and following up on action items.
• Prepare meeting rooms and ensure that all necessary materials are ready.
• Assist with travel arrangements for the Director, including flights, accommodations and itineraries.

Document and File Management:

• Maintain filing systems (both physical and electronic) for important documents and records.
• Organize confidential documents and ensure secure storage.
• Prepare and organize reports, presentations, and other documents as required.

Event Coordination:

• Assist in the planning and coordination of events, conferences, and business trips.
• Coordinate logistics and ensure all arrangements are executed seamlessly.

Office Management:

• Manage office supplies and ensure the Director’s workspace is well-organized and maintained.
• Handle administrative tasks like preparing invoices, handling petty cash, and submitting expense reports.

Problem Solving:

• Address any issues that arise in the Director’s day-to-day schedule or operations.
• Act as a point of contact for resolving administrative challenges.

Confidentiality:

• Maintain confidentiality in all dealings and tasks, especially when handling sensitive information related to the Director and the organization.

Any other tasks assigned by Management.

• Mobile bill
• Lunch Facilities: Partially Subsidize
• Festival Bonus: 2

• Welfare Fund.