Executive Assistant (MD`s Office)

Job Description

Title: Executive Assistant (MD`s Office)

Company Name: Max Management & Services

Vacancy: 1

Age: 25 to 35 years

Job Location: Dhaka

Salary: Negotiable

Experience:

• At most 2 years
• The applicants should have experience in the following business area(s): Manufacturing (FMCG), IT Enabled Service, Manpower Recruitment

• Master of Business Administration (MBA) in Management Information System
• Bachelor of Business Administration (BBA) in Management Information System

• At most 2 years
• The applicants should have experience in the following business area(s): Manufacturing (FMCG), IT Enabled Service, Manpower Recruitment

• Age 25 to 35 years
• Only Male

Executive & Administrative Support

• Manage and organize the MD’s calendar, meetings, appointments, and travel arrangements.
• Draft, review, and prepare correspondence, reports, and official documents for the MD’s signature.
• Maintain confidentiality and handle sensitive business and personal matters with discretion.
• Ensure the MD is well-prepared for meetings — including briefing documents, agendas, and background information.
• Take minutes of meetings, track key decisions, and follow up on action items.
• Screen phone calls, emails, and requests, and handle them when appropriate.
• Coordinate with external agencies, business partners, and stakeholders on behalf of the MD.
• Prepare and manage expense reports, reimbursements, and budget-related documentation for the MD’s office.
• Support in organizing corporate meetings, conferences, events, and seminars.
• Monitor deadlines and assist the MD in prioritizing work based on urgency and business impact.

 MIS & Data Management

• Design, maintain, and update company MIS databases to ensure real-time, accurate data availability.
• Collect, consolidate, and analyze operational and financial data from various departments.
• Generate weekly, monthly, and quarterly MIS reports and performance dashboards for management.
• Identify performance gaps and trends through data analytics to support business decision-making.
• Assist in developing new reporting formats or digital dashboards to improve information visibility.
• Maintain departmental KPIs and prepare comparative performance analysis.
• Support management during audits, compliance reviews, and internal reporting.
• Ensure data accuracy, confidentiality, and compliance with company data policies.

 Coordination & Communication

• Act as a single point of contact between the MD and department heads for operational updates.
• Coordinate inter-departmental communication to ensure smooth workflow and alignment with company goals.
• Assist in preparing project progress reports and tracking deliverables.
• Follow up with departments for timely submission of reports, proposals, and key documents.
• Support the MD in stakeholder management — including client communications and follow-ups.
• Prepare business summaries and meeting briefs for the MD before internal and external discussions.

 Reporting & Documentation

• Maintain systematic digital and physical filing of important records, contracts, and correspondence.
• Prepare detailed reports, charts, and presentations using Excel and PowerPoint.
• Maintain an updated database of company projects, clients, vendors, and key contacts.
• Summarize information for the MD’s review and highlight key insights or action points.
• Assist in preparing management presentations and project proposals.

 Office & Task Management

• Oversee office operations related to the MD’s administrative activities.
• Coordinate with HR and Admin for resource planning, meeting setups, and logistic arrangements.
• Monitor task progress and assist in ensuring project deadlines are met.
• Support the implementation of digital tools for workflow and data efficiency.
• Maintain a professional office environment and ensure smooth functioning of MD’s office operations.

• Mobile bill,T/A
• Salary Review: Yearly
• Festival Bonus: 2