Personal Secretary(PS) to MD & CEO

Job Summary:

Zubion Development Solutions Limited (ZDSL) — a leading real estate company — is looking for a smart, proactive, and highly organized Personal Secretary to the CEO.
The ideal candidate will directly assist the CEO in managing schedules, coordinating strategic plans, monitoring inter-departmental updates, and ensuring smooth execution of business operations from land acquisition to project handover.

Key Responsibilities:

Executive & Administrative Support:

• Maintain the CEO’s daily schedule, appointments, meetings, and travel plans with utmost accuracy and confidentiality.
• Prepare and organize meeting agendas, minutes, presentations, and follow-up action reports.
• Manage internal and external communications, ensuring timely correspondence and documentation.
• Handle confidential information with discretion and maintain professional standards in all interactions.

Business Planning & Coordination:

• Assist the CEO in developing, reviewing, and implementing business plans and strategic goals.
• Collect, analyze, and summarize reports from all departments (Land, Sales, Construction, Accounts, HR, etc.) for the CEO’s review.
• Coordinate with departmental heads to ensure alignment with organizational objectives and deadlines.
• Support the CEO in project planning, budget tracking, and milestone progress.

Project & Operational Monitoring:

• Keep the CEO updated on the status of all ongoing projects — from land signing, vetting, and approval to construction, sales, and final handover.
• Prepare weekly and monthly project progress summaries.
• Follow up with concerned departments (Engineering, Construction, Sales, Customer Service, Legal, etc.) to ensure timely execution.

Legal & Compliance Monitoring:

• Regularly update the CEO regarding land legal issues, compliance requirements, approvals, and NOCs.
• Liaise with the Legal Department to ensure company compliance with RAJUK, NHA, City Corporation, and other government authorities.
• Maintain a digital filing system for all legal and corporate documents.

Corporate Communication & Representation:

• Communicate professionally on behalf of the CEO with stakeholders, clients, and external partners.
• Draft, review, and edit business letters, agreements, and internal memos.
• Assist in event planning, corporate meetings, and official visits.

Office Management & Support:

• Coordinate with the Admin and HR teams for logistics, hospitality, and protocol arrangements for the CEO’s office.
• Supervise document control, filing, and record-keeping related to CEO’s office operations.
• Perform any other task assigned by the CEO or top management.

• Coordinate about food entertainment for CEO & Guest.