Private Secretary to Chairman

Job Description

Title: Private Secretary to Chairman

Company Name: Symbiosis Foundation- Gulshan

Vacancy: 01

Location: Dhaka

Salary: Negotiable

Experience:
∎ 3 to 5 years
∎ The applicants should have experience in the following business area(s):NGO, Multinational Companies, Public Relation Companies, Group of Companies
∎ Freshers are also encouraged to apply.

Published: 14 May 2025

Education:
∎ Bachelor of Science (BSc), Bachelor of Arts (BA) in Public Relations, Bachelor of Arts (BA) in Development Studies, Master of Social Science (MSS), Master of Arts (MA)

Requirements:

Additional Requirements:
∎ Proven ability to drive a motor cycle with a valid driving license (mandatory for field travel).
∎ Proficiency in MS Excel, MS Word and reporting is mandatory.
∎ Good typing speed in both Bangla and English is mandatory.
∎ Proficiency in both English and Bengali.
∎ Excellent communication and analytical skills.
∎ Willingness to travel to project locations as required.
∎ Extensive field travel -must be willing to visit remote areas.
∎ Flexible hours to accommodate community meetings and emergencies.
∎ Appreciation for cultural diversity and the ability to work effectively with people from different backgrounds.
∎ Other skills
∎ Proven ability to drive a motor cycle with a valid driving license (mandatory for field travel).
∎ Proficiency in MS Excel, MS Word and reporting is mandatory.
∎ Good typing speed in both Bangla and English is mandatory.
∎ Proficiency in both English and Bengali.
∎ Excellent communication and analytical skills.
∎ Willingness to travel to project locations as required.
∎ Work Conditions
∎ Extensive field travel -must be willing to visit remote areas.
∎ Flexible hours to accommodate community meetings and emergencies.
∎ Cultural Sensitivity
∎ Appreciation for cultural diversity and the ability to work effectively with people from different backgrounds.
∎ Note: At Symbiosis, we are dedicated to ensuring the safety and wellbeing of all children and vulnerable individuals involved in our work. We treat any concerns or allegations of misconduct with the seriousness they deserve. All staff are expected to follow our Child Safety and safeguarding policies to help maintain a safe and respectful environment for everyone.

Responsibilities & Context:
∎ Managing the Chairman's schedule, including appointments, meetings, and travel arrangements.
∎ Handling incoming and outgoing correspondence, emails, and phone calls, ensuring prompt and professional responses.
∎ Maintaining files and records, ensuring accuracy and confidentiality.
∎ Arranging and coordinating meetings, including preparing agendas and distributing materials.
∎ Supporting the Chairman in decision-making by providing necessary information and resources.
∎ Serving as the primary point of contact for the Chairman, handling inquiries and coordinating communication with internal and external stakeholders.
∎ Drafting and reviewing correspondence, presentations, and other materials for the Chairman.
∎ Ensuring effective communication within the organization, conveying information and instructions as directed by the Chairman.
∎ Maintaining confidentiality of sensitive information and documents.
∎ Exercising discretion in handling interactions with the Chairman and others.
∎ Ensuring the secure storage and handling of confidential records.
∎ Arranging board meetings, ensuring timely circulation of notices and working papers.
∎ Taking minutes of board meetings and ensuring their accuracy and prompt distribution.
∎ Following up on meeting outcomes and ensuring that actions are taken.
∎ Assisting with financial matters, such as expense reports and petty cash management.
∎ Providing administrative support for various office tasks, such as managing supplies and equipment.
∎ Ensuring the smooth functioning of the Chairman's office, maintaining a professional and organized environment.
∎ Job summary
∎ Private Secretary to the Chairman of Symbiosis Foundation [PS to SF Chairman] is to handle administrative and secretarial duties, ensuring the Chairman's office functions smoothly and efficiently. Key responsibilities include managing schedules, correspondence, and communications, as well as supporting the Chairman in decision-making and maintaining confidentiality.
∎
∎ Key Responsibilities-
∎ Administrative Support
∎ Managing the Chairman's schedule, including appointments, meetings, and travel arrangements.
∎ Handling incoming and outgoing correspondence, emails, and phone calls, ensuring prompt and professional responses.
∎ Maintaining files and records, ensuring accuracy and confidentiality.
∎ Arranging and coordinating meetings, including preparing agendas and distributing materials.
∎ Supporting the Chairman in decision-making by providing necessary information and resources.
∎ Communication and Liaison
∎ Serving as the primary point of contact for the Chairman, handling inquiries and coordinating communication with internal and external stakeholders.
∎ Drafting and reviewing correspondence, presentations, and other materials for the Chairman.
∎ Ensuring effective communication within the organization, conveying information and instructions as directed by the Chairman.
∎ Confidentiality and Discretion
∎ Maintaining confidentiality of sensitive information and documents.
∎ Exercising discretion in handling interactions with the Chairman and others.
∎ Ensuring the secure storage and handling of confidential records.
∎ Meeting Management
∎ Arranging board meetings, ensuring timely circulation of notices and working papers.
∎ Taking minutes of board meetings and ensuring their accuracy and prompt distribution.
∎ Following up on meeting outcomes and ensuring that actions are taken.
∎ Financial and Administrative Tasks
∎ Assisting with financial matters, such as expense reports and petty cash management.
∎ Providing administrative support for various office tasks, such as managing supplies and equipment.
∎ Ensuring the smooth functioning of the Chairman's office, maintaining a professional and organized environment.

Skills & Expertise:

Compensation & Other Benefits:
∎ T/A, Mobile bill
∎ As per organization's policy.

Workplace:
∎ Work at office

Employment Status: Contractual

Job Location: Dhaka

Read Before Apply:

Please send your updated resume to symbiosisfoundation@yahoo.com with the subject line: 'Private Secretary to Chairman.'

Note: We kindly request that only candidates with strong typing skills in both Bengali and English apply.