Executive Assistant, Documentation & External Audit

A key responsibility of Executive Assistant is to do meticulous preparation of meeting minutes, ensuring accurate documentation of discussions and action items. Alongside this priority, the Executive Assistant manages calendars, coordinates communication, assists in presentation and report preparation, and facilitates interdepartmental coordination. With a focus on attention to detail and effective communication, the Executive Assistant enables executives to fulfill their responsibilities effectively and efficiently.

What You Will Do

• Attend meetings, taking detailed minutes, and preparing concise summaries or reports for distribution, ensuring accuracy, and capturing action items.
• Provide comprehensive administrative support to senior officials, including managing schedules, organizing meetings, handling correspondence, and record keeping.
• Efficiently manage executives’ calendars, scheduling meetings, appointments, and events, and ensuring that the executive’s time is optimized.
• Serve as the primary point of contact between the executive and internal/external stakeholders, screening calls and emails, responding on behalf of the executive when appropriate, and ensuring timely communication.
• Assist in preparing and formatting presentations, slides, and supporting materials for meetings, conferences, or events, ensuring professionalism and adherence to branding guidelines.
• Assistance in researching, drafting, and editing speeches, remarks, or presentations for the executive, ensuring clarity, coherence, and alignment with key messages and objectives.
• Support in compiling, analyzing, and synthesizing data to create reports, summaries, or briefings for internal or external distribution, ensuring accuracy and relevance.
• Organize and maintain digital files, documents, and databases using tools like Excel, ensuring accessibility, version control, and data integrity.
• Organize and track Time-Action Plans (TAP) for different projects, activities, and deliverables.
• Handle sensitive information with utmost confidentiality and discretion, maintaining strict confidentiality protocols and adhering to privacy policies at all times.
• Build and maintain relationships with key stakeholders, including clients, partners, and team members, on behalf of the executive, fostering positive interactions and representing the executive professionally.
• Perform various ad hoc tasks as needed, ranging from personal errands to emergency assistance during critical situations, demonstrating flexibility and willingness to support the senior management’s needs.

Statement of other duties:

• This document describes the major duties, responsibilities, and authorities of this job and is not intended to be a complete list of all tasks and functions. It should be understood, therefore, that incumbents may be asked to perform job-related duties beyond those explicitly described.

Your KSAOs:

• Excellent command of English and professional writing skills demonstrated by a score in IELTS (Minimum 7.0) or other similar international tests
• Advanced Level skills in MS Word, Excel, PowerPoint, Internet and Email
• Good typing skills in English & Bangla
• Good analytical, planning, and coordination skills
• Capable of swiftly and accurately acquiring new skills and knowledge through hands-on experience

Additional Requirements:

• Must be a team player and can get along with co-workers
• Must be punctual, well-groomed, and have good manners
• Must be able to prioritize tasks to finish the assigned projects within the given timeline
• Must be innovative, easygoing, hardworking, and compliant with business ethics