Project Coordinator & Personal Secretary to CEO

Job Description

Title: Project Coordinator & Personal Secretary to CEO

Company Name: Civil Tech Consultant

Vacancy: 01

Age: At least 25 years

Job Location: Dhaka (DOHS Mirpur)

Salary: Negotiable

Experience:

• At least 3 years
• The applicants should have experience in the following business area(s): Engineering Firms, Architecture Firm, Interior Design

• Bachelor of Architecture (B.Arch)
• Bachelor of Science (BSc) in Civil Engineering
• Bachelor of Business Administration (BBA)

• At least 3 years
• The applicants should have experience in the following business area(s): Engineering Firms, Architecture Firm, Interior Design

• Age At least 25 years

• Must be willing to visit project sites and attend external meetings when needed.

• Must be able to verify information before presenting it as a confirmed project update.

• Must be comfortable following up consistently while maintaining professional working relationships.

• Familiarity with drawings, BOQs, feasibility reports, GIS outputs, or project documentation is an advantage; specialist design expertise is not required.

Civil Tech Consultant (CTC) is a multidisciplinary engineering consultancy firm in Bangladesh. Our work includes architectural, structural and MEP design, interior design, urban planning & design, master plan development, feasibility studies, GIS and field surveys, cost estimation, construction supervision, and government project documentation.

We are seeking an organized and dependable professional to coordinate projects and provide executive support to the CEO. The person in this role will keep assignments moving, maintain accurate records, prepare clear updates, and help the CEO focus on decisions that require his attention.

Key Responsibilities

Project Coordination

• Maintain a central register of projects, tasks, deadlines, responsible persons, deliverables, and approval status.

• Coordinate with department heads and the Monitoring Cell to collect progress updates, identify delays, and follow up on agreed actions.

• Track the preparation and submission of drawings, reports, presentations, estimates, proposals, and other project deliverables.

• Prepare daily priorities, weekly progress summaries, meeting minutes, action lists, and overdue task reports for the CEO.

• Arrange internal project meetings and follow up to ensure decisions are documented and assigned.

• Support the planning and coordination of field surveys, site visits, client meetings, and government office meetings.

• Maintain orderly digital and physical records, including correspondence, project files, meeting notes, and submission histories.

• Flag missing information, conflicting instructions, approaching deadlines, and other matters requiring a decision.

Executive Support to the CEO

• Manage the CEO’s calendar, meeting schedule, reminders, and daily briefing.

• Screen and organize incoming project information so the CEO receives concise, accurate updates.

• Draft professional emails, letters, meeting notes, agendas, and follow-up communications for review.

• Prepare briefing materials before meetings and record decisions and commitments afterward.

• Handle sensitive company and project information with discretion.

• Follow up on instructions issued by the CEO through the company’s established reporting structure.

Reporting line: The position reports directly to the CEO and works closely with the Monitoring Cell. Project progress and requests for CEO decisions should be coordinated through the relevant department heads and established company procedures.