Personal Secretary to the Managing Director (MD)

Job Description

Title: Personal Secretary to the Managing Director (MD)

Company Name: Cityscape International Ltd

Vacancy: 1

Age: Na

Job Location: Dhaka (GULSHAN 1)

Salary: Negotiable

Experience:

• 3 to 5 years
• The applicants should have experience in the following business area(s): Food (Packaged)/Beverage, Real Estate, Group of Companies, Developer

• 3 to 5 years
• The applicants should have experience in the following business area(s): Food (Packaged)/Beverage, Real Estate, Group of Companies, Developer

Position: Personal Secretary to the Managing Director (MD)

Company: Cityscape Lifestyle Limited

Location: Cityscape Tower, Gulshan, Dhaka

Reports Directly To: Managing Director

Employment Type: Full-Time | Executive Level Support

1. Position Summary

The Personal Secretary to the Managing Director will serve as a trusted executive support partner, ensuring seamless coordination of the MD’s professional, strategic, and operational responsibilities across all entities under Cityscape Lifestyle Limited (Cave Bar, Andaaz Restaurant, Happiness Café, Membership Division, Investment Division, etc.).

This role requires absolute confidentiality, high-level professionalism, precision, and proactive problem-solving ability

The position is not clerical — it is a strategic coordination role.

2. Core Responsibilities

A. Executive & Calendar Management

·       Manage MD’s daily calendar, meetings, appointments, and travel schedules.

·       Prioritize appointments based on strategic importance.

·       Coordinate board meetings, investor meetings, membership briefings, and legal consultations.

·       Prepare daily executive briefing notes.

B. Confidential Documentation & Communication

Draft, review, and format:

·       Legal agreements

·       Employment contracts

·       Membership agreements

·       Investor communications

·       Official notices and board resolutions

·       Maintain strict confidentiality of sensitive financial and legal documents.

·       Manage MD’s email and official correspondence.

·       Ensure professional communication tone across all channels.

C. Meeting & Board Support

·       Prepare meeting agendas and documentation.

·       Record accurate minutes of meetings (Board, Investors, Senior Management).

·       Track follow-ups and execution deadlines.

·       Maintain official records and digital archives.

D. Multi-Floor Operational Coordination

Act as coordination bridge between MD and:

·       Cave Bar Management

·       Andaaz Restaurant

·       Happiness Café

·       Membership Sales Team

·       Investment & Finance Team

·       HR & Legal Departments

·       Ensure MD instructions are implemented properly.

·       Monitor performance updates and provide daily summary reports.

E. Investor & VIP Handling

Coordinate meetings with:

·       High-net-worth individuals

·       Corporate partners

·       Foreign passport holders

·       Bank officials

·       Maintain VIP guest confidentiality and protocol.

·       Assist in organizing exclusive invitation-only events.

F. Document & Data Management

·       Maintain digital filing systems (Odoo / Drive / Internal CRM).

·       Organize contracts, NDAs, lease agreements, and compliance documents.

·       Prepare structured reports:

·       Membership sales updates

·       Investment tracking summaries

·       Revenue & expense dashboards (if required)

G. Strategic Assistance

·       Conduct preliminary research when required.

·       Assist in preparing:

·       Pitch decks

·       Membership brochures

·       Corporate proposals

·       Legal draft revisions

·       Coordinate cross-functional execution of MD directives.

3. Confidentiality & Ethics

The Personal Secretary must:

·       Maintain absolute discretion.

·       Not disclose any internal financial, strategic, or legal information.

·       Sign a Non-Disclosure Agreement (NDA).

·       Avoid conflicts of interest.

4. Required Qualifications

Education

·       Bachelor’s degree (Business Administration, Law, English, or relevant field preferred)

·       MBA or legal background is a plus

Experience

·       Minimum 3–5 years’ experience as Executive Assistant / Personal Secretary to CEO/MD

·       Experience in hospitality or corporate environment preferred

5. Core Competencies

·       Exceptional written and spoken English & Bangla

·       High-level documentation drafting ability

·       Strong organizational & multitasking skills

·       Professional demeanor & executive presence

·       Advanced MS Office / Google Workspace

·       Experience with ERP systems (Odoo preferred)

·       Crisis management capability

·       Strong discretion & loyalty

6. Key Performance Indicators (KPIs)

·       Calendar efficiency & conflict minimization

·       On-time execution of MD directives

·       Accuracy of documentation

·       Confidentiality compliance

·       Meeting follow-up completion rate

·       Executive satisfaction index

7. Work Ethics & Culture Alignment

The MD’s Personal Secretary must embody:

·       Discipline

·       Professional elegance

·       Discretion

·       Precision

·       Speed of execution

·       Alignment with Cityscape’s premium brand identity

8. Compensation Structure (Optional Model)

You may structure as:

·       70% Fixed Salary

·       30% Performance-based (linked to executive output efficiency, documentation accuracy, and task completion rate)