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Category : Secretary/Receptionist
Personal Secretary (PS) to Managing Director
Empire Group
No. of Vacancies
Job Description / Responsibility
  • Provide an exceptional level of Executive and Personal Assistant support to a Director to ensure smooth-running of both personal and professional life;
  • Extensive diary management, both personal & professional (organize meetings; RSVP to invitations; compile itineraries; liaise with key contacts);
  • Provide reminders for meetings and important day-to-day tasks;
  • Liaise with driver with regards to personal itinerary to ensure smooth running of Director's schedule;
  • Organize complex business and personal travel - often last minute - (flight, hotel, and ground transportation/chauffeur booking), organize required visas, check in on behalf of and collate detailed travel itinerary; keep record of air miles/loyalty schemes;
  • Answer calls on behalf of Director and deal with accordingly;
  • Open and respond to postal correspondence accordingly (all mail comes to office for Executive);
  • Become familiar with VIPs and key contacts/investors and maintain a comprehensive contact database (electronic - Outlook contacts - and hard - business card folders);
  • Update and manage personal information files (both electronic & hard) and maintain strictest confidentiality and security of conversations, documentation and files at all times;
  • Assist in managing personal finances (bank accounts; bank cards; statements; expenses, making payments and keep record of all outgoings, liaise with bank account managers; liaise with the Family Accountant);
  • Ensure adequately authorized/nominated on relevant accounts (bank/utilities etc.) so can deal with matters adequately on behalf of so as to cause as little disruption as possible;
  • Liaise with building reception regarding visitors and book meeting rooms, as and when required;
  • Ad-hoc tasks such as proof-reading, presentations, word documents/compiling spread sheets ensuring excellent attention to details, grammar and spelling;
  • Manage mobile phone contracts (organize new handsets when required; back-up/sync phone content; oversee usage and suggest extra bundles when required, etc.);
  • Manage use of personal work Blackberry - where urgent, respond to emails/BBMs out of work hours as promptly as possible;
  • Assist with coordinating personal life (medical, dental; social, photos, gift purchase, dry cleaning, properties etc.);
  • Manage personal home-related matters (council tax; utilities, etc.);
  • Liaise with contractors, decorators and building management/building concierge to ensure all repairs and works are done efficiently;
  • Manage personal vehicle details (congestion charge; parking fines; DVLA; insurance, road tax, etc.);
  • Liaise with personal driver in respect of vehicle maintenance, repair and servicing, MOT, as well as driver's expenses, ad-hoc home issues, etc.
  • Organize and coordinate events when required (manage guest list and RSVPs, book venues, catering, menu, design invitations and detailed map/directions to the venue).
  • Ensure the office runs smoothly and efficiently at all times and the PA function presents a professional image to all internal and external contacts;
  • Research and book team travel arrangements and compile itineraries (flights, hotels, visas if required etc.);
  • Answer telephone calls and record/relay telephone messages to Director and other team members;
  • Provide administrative assistance to senior management and teams in Mongolia/Singapore on an ad-hoc basis (process expenses, order business cards, meeting arrangements/requirements, handling invoices; collating documents; assist and pro-actively provide support in any current project);
  • Replenish office and meeting room supplies, coordinate office furniture orders when required;
  • Oversee the general maintenance and upkeep of office to ensure tidy and presentable working environment: liaise with cleaning team regarding general and ad hoc cleaning requests, liaise with building management regarding office maintenance - air conditioning/heating, painting and repairs;
  • Maintain meticulous record of all files and documents; ensure easy access to files and the most efficient way of storing them;
  • Assist with holiday cover and lunch time cover within Admin Team;
  • Liaise with IT consultants to maintain websites, domains and servers, manage all IT issues within the company and coordinate email accounts, internet use, signatures, new equipment and new joiners set ups ensuring consistent company branding;
  • Reviewing all company overhead contracts on a regular basis and effectively reduces running costs.
Educational Requirements
  • Graduation or Post-Graduation from any reputed educational Institution.
  • English medium background will be preferable.
Experience Requirements
0 to 2 year(s)
Additional Job Requirements
  • Age 24 to 30 year(s)
  • Only males are allowed to apply.
  • Extensive experience of diary management and organizing complex travel arrangements;
  • Confident candidate who is driven and proactive with their workload;
  • Need to work flexibly with some evenings and weekends depending on Director's workload and schedule;
  • Honest and trustworthy - as the candidate will have access to all accounts/finance information and often company deals which are in process;
  • Excellent presentation skills and an ability to operate as Office Administrator as well as Personal Assistant;
  • Very organized, highly efficient with meticulous approach to work;
  • Excellent interpersonal skills;
Job Location
Salary Range
Other Benefits
Job Source Online Job Posting
Job Summary
Published On : 2017-01-08
No. of Vacancies : 0
Job Nature : Full Time
Experience : 0 to 2 year(s)
Age : Age 24 to 30 year(s)
Gender : Any
Job level : Entry Level
Job Location : Dhaka
Salary Range : N/A
Application Deadline : 2017-01-20
Apply Now,Send CV to E-mail :
Application Deadline : 2017-01-20
Company Information
Empire Group
Address : Empire Group Address : 32, Kamal Ataturk Avenue,F.R. Tower (8th floor) , Banani, Dhaka-1213.
Web :
Business :
Category : Secretary/Receptionist

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