Executive Assistant to the CEO

Job Description

Title: Executive Assistant to the CEO

Company Name: Institute of Informatics and Development (IID)

Vacancy: 1

Age: 20 to 35 years

Location: Dhaka (DOHS Mohakhali)

Salary: Tk. 20000 - 30000 (Monthly)

Experience: --

Published: 5 Nov 2024

Education:
∎ Bachelor/Honors

Requirements:

Additional Requirements:
∎ Age 20 to 35 years

Responsibilities & Context:
∎ Personal Assistance and Schedule Management:Manage and prioritize the CEO’s daily schedule, including meetings, appointments, and travel plans. Ensure the CEO’s time is optimized, balancing internal and external commitments.
∎ Manage and prioritize the CEO’s daily schedule, including meetings, appointments, and travel plans.
∎ Ensure the CEO’s time is optimized, balancing internal and external commitments.
∎ Communication and Correspondence:Act as the primary point of contact between the CEO and internal/external stakeholders. Draft, review, and respond to emails and correspondence on behalf of the CEO. Prepare briefing documents, reports, and presentations as required.
∎ Act as the primary point of contact between the CEO and internal/external stakeholders.
∎ Draft, review, and respond to emails and correspondence on behalf of the CEO.
∎ Prepare briefing documents, reports, and presentations as required.
∎ Meeting and Event Coordination: Organize and coordinate all governing body and executive meetings, including scheduling, agenda preparation, documentation, and minute-taking. Facilitate follow-up actions post-meeting and track deliverables and deadlines.
∎ Organize and coordinate all governing body and executive meetings, including scheduling, agenda preparation, documentation, and minute-taking.
∎ Facilitate follow-up actions post-meeting and track deliverables and deadlines.
∎ Office and HR Administration:Oversee partial HR and administrative functions on behalf of the CEO, coordinate with the HR department for administrative tasks related to team development and engagement initiatives.
∎ Oversee partial HR and administrative functions on behalf of the CEO, coordinate with the HR department for administrative tasks related to team development and engagement initiatives.
∎ Travel and Logistics Management:Arrange travel plans, accommodations, and itineraries for the CEO’s national and international engagements. Prepare travel documents and maintain records of expenses for reimbursement and reporting purposes.
∎ Arrange travel plans, accommodations, and itineraries for the CEO’s national and international engagements.
∎ Prepare travel documents and maintain records of expenses for reimbursement and reporting purposes.
∎ Project Support: Provide support in the CEO’s strategic projects, including tracking progress, coordinating with teams, and preparing periodic reports. Collaborate with various departments on behalf of the CEO to ensure timely execution of initiatives.
∎ Provide support in the CEO’s strategic projects, including tracking progress, coordinating with teams, and preparing periodic reports.
∎ Collaborate with various departments on behalf of the CEO to ensure timely execution of initiatives.
∎ Other Responsibilities:Maintain the CEO’s filing systems and ensure all files and documents are easily accessible. Perform ad hoc tasks and special projects as assigned by the CEO. Foster strong professional relationships with the executive team, board members, and external partners. QualificationsEducation and Experience: Bachelor’s degree in any related field. A master's degree is a plus. Relevant experience in a similar role supporting senior leadership is a plus, but not mandatory.Skills and Competencies:Exceptional organizational and time management skills, with the ability to prioritize tasks efficiently. Strong verbal and written communication skills in English and Bangla; professional and courteous demeanor. High level of proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with project management tools (e.g., Trello, Asana). Familiarity with HR and administrative processes; experience in coordinating HR functions is advantageous. Strong problem-solving skills, with a proactive and adaptable approach to dynamic work environments. Ability to handle confidential information with integrity and discretion.Personal Attributes: Proactive, reliable, and able to work independently with minimal supervision. Excellent interpersonal skills with a collaborative attitude, enabling effective interactions across various teams. High level of flexibility and willingness to manage diverse responsibilities in a fast-paced environment. Strong attention to detail and commitment to accuracy in all tasks.   Application Task: Virtual Stakeholder Briefing Simulation: As part of the application process, we invite you to complete a short simulation to showcase your communication and interpersonal skills. Please follow the instructions below:Task Instructions: Video Introduction and Role Simulation  With a mobile phone or laptop camera, record a 2–3-minute video in English introducing yourself as if you’re meeting a key IID stakeholder for the first time on behalf of the CEO. Imagine this stakeholder is considering a potential partnership with IID. In your video, aim to: Introduce IID’s mission and impact in a way that resonates with an external partner. Highlight IID’s recent achievements and what makes IID a unique and valuable organization. Close with an engaging invitation for the stakeholder to meet with IID’s CEO, expressing IID’s interest in exploring collaboration.  Guidelines: Focus on using clear, professional language in English, and convey warmth and enthusiasm to create a positive impression. This task is designed to help us understand your communication style and how effectively you can present IID to external partners.  ***After making the video upload it to a Google Drive and email us the drive link along with your CV at email: [email protected]
∎ Maintain the CEO’s filing systems and ensure all files and documents are easily accessible.
∎ Perform ad hoc tasks and special projects as assigned by the CEO.
∎ Foster strong professional relationships with the executive team, board members, and external partners.
∎ Education and Experience: Bachelor’s degree in any related field. A master's degree is a plus. Relevant experience in a similar role supporting senior leadership is a plus, but not mandatory.
∎ Bachelor’s degree in any related field. A master's degree is a plus.
∎ Relevant experience in a similar role supporting senior leadership is a plus, but not mandatory.
∎ Exceptional organizational and time management skills, with the ability to prioritize tasks efficiently.
∎ Strong verbal and written communication skills in English and Bangla; professional and courteous demeanor.
∎ High level of proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with project management tools (e.g., Trello, Asana).
∎ Familiarity with HR and administrative processes; experience in coordinating HR functions is advantageous.
∎ Strong problem-solving skills, with a proactive and adaptable approach to dynamic work environments.
∎ Ability to handle confidential information with integrity and discretion.
∎ Proactive, reliable, and able to work independently with minimal supervision.
∎ Excellent interpersonal skills with a collaborative attitude, enabling effective interactions across various teams.
∎ High level of flexibility and willingness to manage diverse responsibilities in a fast-paced environment.
∎ Strong attention to detail and commitment to accuracy in all tasks.   Application Task:
∎ Task Instructions: Video Introduction and Role Simulation  With a mobile phone or laptop camera, record a 2–3-minute video in English introducing yourself as if you’re meeting a key IID stakeholder for the first time on behalf of the CEO. Imagine this stakeholder is considering a potential partnership with IID.
∎ In your video, aim to: Introduce IID’s mission and impact in a way that resonates with an external partner. Highlight IID’s recent achievements and what makes IID a unique and valuable organization. Close with an engaging invitation for the stakeholder to meet with IID’s CEO, expressing IID’s interest in exploring collaboration.
∎ Guidelines: Focus on using clear, professional language in English, and convey warmth and enthusiasm to create a positive impression. This task is designed to help us understand your communication style and how effectively you can present IID to external partners.  ***After making the video upload it to a Google Drive and email us the drive link along with your CV at email: [email protected]
∎ Role OverviewThis role involves a blend of high-level administrative tasks, personal assistance, and strategic support to facilitate the CEO’s work and enhance overall efficiency. The ideal candidate will be proactive, highly organized, and adaptable, with excellent communication and problem-solving skills.
∎ Key Responsibilities:
∎ Personal Assistance and Schedule Management:
∎ Manage and prioritize the CEO’s daily schedule, including meetings, appointments, and travel plans.
∎ Ensure the CEO’s time is optimized, balancing internal and external commitments.
∎ Communication and Correspondence:
∎ Act as the primary point of contact between the CEO and internal/external stakeholders.
∎ Draft, review, and respond to emails and correspondence on behalf of the CEO.
∎ Prepare briefing documents, reports, and presentations as required.
∎ Meeting and Event Coordination:
∎ Organize and coordinate all governing body and executive meetings, including scheduling, agenda preparation, documentation, and minute-taking.
∎ Facilitate follow-up actions post-meeting and track deliverables and deadlines.
∎ Office and HR Administration:
∎ Oversee partial HR and administrative functions on behalf of the CEO, coordinate with the HR department for administrative tasks related to team development and engagement initiatives.
∎ Travel and Logistics Management:
∎ Arrange travel plans, accommodations, and itineraries for the CEO’s national and international engagements.
∎ Prepare travel documents and maintain records of expenses for reimbursement and reporting purposes.
∎ Project Support:
∎ Provide support in the CEO’s strategic projects, including tracking progress, coordinating with teams, and preparing periodic reports.
∎ Collaborate with various departments on behalf of the CEO to ensure timely execution of initiatives.
∎ Other Responsibilities:
∎ Maintain the CEO’s filing systems and ensure all files and documents are easily accessible.
∎ Perform ad hoc tasks and special projects as assigned by the CEO.
∎ Foster strong professional relationships with the executive team, board members, and external partners.
∎ Qualifications
∎ Education and Experience:
∎ Bachelor’s degree in any related field. A master's degree is a plus.
∎ Relevant experience in a similar role supporting senior leadership is a plus, but not mandatory.
∎ Skills and Competencies:
∎ Exceptional organizational and time management skills, with the ability to prioritize tasks efficiently.
∎ Strong verbal and written communication skills in English and Bangla; professional and courteous demeanor.
∎ High level of proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with project management tools (e.g., Trello, Asana).
∎ Familiarity with HR and administrative processes; experience in coordinating HR functions is advantageous.
∎ Strong problem-solving skills, with a proactive and adaptable approach to dynamic work environments.
∎ Ability to handle confidential information with integrity and discretion.
∎ Personal Attributes:
∎ Proactive, reliable, and able to work independently with minimal supervision.
∎ Excellent interpersonal skills with a collaborative attitude, enabling effective interactions across various teams.
∎ High level of flexibility and willingness to manage diverse responsibilities in a fast-paced environment.
∎ Strong attention to detail and commitment to accuracy in all tasks.
∎
∎ Application Task:
∎ Virtual Stakeholder Briefing Simulation: As part of the application process, we invite you to complete a short simulation to showcase your communication and interpersonal skills. Please follow the instructions below:
∎ Task Instructions: Video Introduction and Role Simulation  With a mobile phone or laptop camera, record a 2–3-minute video in English introducing yourself as if you’re meeting a key IID stakeholder for the first time on behalf of the CEO. Imagine this stakeholder is considering a potential partnership with IID.
∎ In your video, aim to: Introduce IID’s mission and impact in a way that resonates with an external partner. Highlight IID’s recent achievements and what makes IID a unique and valuable organization. Close with an engaging invitation for the stakeholder to meet with IID’s CEO, expressing IID’s interest in exploring collaboration.
∎ Guidelines: Focus on using clear, professional language in English, and convey warmth and enthusiasm to create a positive impression.
∎ This task is designed to help us understand your communication style and how effectively you can present IID to external partners.  ***After making the video upload it to a Google Drive and email us the drive link along with your CV at email: [email protected]

Skills & Expertise:

Compensation & Other Benefits:
∎ Weekly 2 holidays
∎ Festival Bonus: 2

Workplace:
∎ Work at office

Employment Status: Full Time

Job Location: Dhaka (DOHS Mohakhali)

Read Before Apply:

Application Task:

Virtual Stakeholder Briefing: Simulation As part of the application process, we invite you to complete a short simulation to showcase your communication and interpersonal skills. Please follow the instructions below:  

Task Instructions: Video Introduction and Role Simulation  With a mobile phone or laptop camera, record a 2–3-minute video in English introducing yourself as if you’re meeting a key IID stakeholder for the first time on behalf of the CEO. Imagine this stakeholder is considering a potential partnership with IID.

In your video, aim to: 

1. Introduce IID’s mission and impact in a way that resonates with an external partner.

2. Highlight IID’s recent achievements and what makes IID a unique and valuable organization. 

3. Close with an engaging invitation for the stakeholder to meet with IID’s CEO, expressing IID’s interest in exploring collaboration. 
   
   Guidelines: Focus on using clear, professional language in English, and convey warmth and enthusiasm to create a positive impression. 
   
   This task is designed to help us understand your communication style and how effectively you can present IID to external partners. After making the video upload it in a google drive and email us the drive link along with your CV at email: [email protected]

Apply Procedure:

Email your CV:
∎ Send your CV to the given email [email protected] or Email your CV from My Bdjobs account

Company Information:
∎ Institute of Informatics and Development (IID)
∎ House # B-143, Lane # 22, New DOHS, Mohakhali, Dhaka- 1206
∎ IID (iidbd.org) is a public policy institute that promotes informed and inclusive development through evidence-based policy advocacy. IID is registered as a nonprofit organization in Bangladesh under Section 28 of the Companies Act 1994.

Address::
∎ House # B-143, Lane # 22, New DOHS, Mohakhali, Dhaka- 1206
∎ IID (iidbd.org) is a public policy institute that promotes informed and inclusive development through evidence-based policy advocacy. IID is registered as a nonprofit organization in Bangladesh under Section 28 of the Companies Act 1994.

Application Deadline: 19 Nov 2024

Category: General Management/Admin