Executive Office Administrator — Vice-Chairperson's Office

Company:
Aman Group of Industries

Location:
Gulshan/Dhaka (on-site; occasional off-site support)

Employment Type:
Full-time

Experience:
Minimum 2 year in Executive/Personal Assistant, Admin, or Coordination roles

Education:
Bachelor's degree (private universities welcome)

Language:
Excellent English & Bangla (spoken and written)

Salary:
BDT 40,000 – 50,000 per month
(based on experience)

Bonuses:
Festival bonuses as per company policy

Reporting to:
Vice-Chairpersons

Role Summary:

Aman Group of Industries is seeking a smart, proactive Personal Secretary to provide high-caliber executive support to the Vice-Chairpersons. The PS will manage complex calendars across
Dhaka (BST, UTC+6)
and
Canada time zones (UTC-4)
, coordinate meetings and travel, prepare meeting notes and follow-ups, and drive day-to-day administrative execution with precision and confidentiality.

Key Responsibilities:

• Calendar & Time-Zone Management:
  Own daily/weekly calendars for multiple executives; schedule across BST and Canadian time zones; pre-reads and briefings prepared 24 hours prior.
• Meeting Ops:
  Set agendas, circulate materials, take structured minutes, capture decisions & action items, assign owners, and track closure.
• Stakeholder Coordination:
  Arrange working sessions with internal department heads and external partners (local & international).
• Communication & Email:
  Draft clear emails/letters, filter and prioritize inboxes, prepare talking points, maintain correspondence logs, and ensure timely responses.
• Travel & Logistics:
  Plan domestic/international travel (routes, visas, hotel, transport, meeting packs); build executive travel calendars with buffers and contingency plans.
• Documentation:
  Prepare presentations, briefs, memos, MoMs, and executive summaries; maintain organized e-files and version control.
• Follow-ups & Tracking:
  Maintain an action tracker (Sheets), chase deadlines, escalate blockers, and deliver weekly status updates.
• Admin Support:
  Expense claims, courier & office logistics, refreshments, and protocol support for VIP guests.
• Confidentiality & Compliance:
  Handle sensitive information with discretion; uphold company policies and data protection standards.
• Other:
  Support small projects/events, prepare reports/analytics for leadership, and perform any related tasks to ensure smooth executive operations.

Qualifications:

• Bachelor's degree (Business preferred; other disciplines accepted).
• 2+ years
  of relevant experience in EA/PA/Admin/Coordination roles.
• Excellent English
  writing & speaking; polished business email etiquette.
• Proven experience handling calendars, meetings, and travel.
• Strong MS Office/Google Workspace skills (Docs, Sheets, Slides; Outlook/Gmail Calendar).
• Availability to flex hours to support meetings overlapping
  Dhaka–Canada
  time zones.

Skills and Experience:

• Experience supporting C-suite/senior leadership.
• Exposure to international stakeholders, visa processing, and board/committee meetings.
• Basic report building (dashboards in Sheets/Excel) and presentation design (PowerPoint/Slides).
• Familiarity with productivity tools: Outlook/Gmail & Calendar, Google Workspace/MS Office, Zoom/Teams/Meet, WhatsApp Business.
• Smart, composed, and service-oriented with executive presence.
• High attention to detail; strong organization and follow-through.
• Discreet and trustworthy; excellent judgment under pressure.
• Proactive problem-solver; anticipates needs and preps alternatives.
• Strong interpersonal skills and stakeholder management.
• Ability to multitask and meet tight deadlines with minimal supervision.

Working Hours:

• Standard: 9:00–6:00 (BST), Sunday–Thursday.
• Flexibility required
  for early morning/evening calls aligned with Canadian time zones; occasional weekends for priority matters (with compensatory time as per policy).

Compensation and Benefits:

• Provident Fund
  (as per company policy)
• Earned Leave Encashment
• Mobile/internet allowance for work use
• Subsidized Lunch support and official travel reimbursement
• Annual leave, sick leave, and government holidays