Executive Assistant

APM Terminals

Position: Executive Assistant to the Managing Director
Location: Bangladesh
Reports to: Managing Director (functional)

Job Purpose

To provide comprehensive administrative, operational, and executive-level support to the Managing Director while ensuring efficient office operations, travel management, and facilities oversight across all company locations (Mainly Dhaka and Chittagong).

Key Responsibilities

1. Executive Assistant to Managing Director

• Manage the Managing Director’s calendar, appointments, meetings, and travel arrangements (local & international).
• Prepare meeting agendas, presentations, briefing notes, and minutes of meetings.
• Coordinate communication between the MD and internal/external stakeholders, including clients, board members, and government authorities.
• Draft professional correspondence, reports, and presentations on behalf of the MD.
• Ensure timely follow-up on key action items and strategic priorities.
• Maintain confidentiality of sensitive information and company matters.

2. Travel & Logistics Management

• Arrange end-to-end travel for local employees, foreign delegates, and customers.
• Coordinate air ticket procurement through travel partners, compare costs and schedules, and finalize bookings.
• Organize visa documentation, invitation letters, NOCs, and airport protocol arrangements.
• Manage hotel bookings, airport transfers, and transport logistics.
• Coordinate travel cards, corporate credit cards, and international roaming services with banks and telecom providers.

3. Office Administration & Facilities Management

• Oversee day-to-day administrative operations across Head Office and all site locations (Chattogram).
• Ensure office premises are safe, secure, and well-maintained through vendor management and regular inspections.
• Supervise housekeeping, security, and maintenance vendors to ensure service quality.
• Manage office supplies inventory and procurement for all locations.

4. Vendor & Cost Management

• Source, evaluate, and negotiate with vendors for administrative services, events, and office requirements.
• Collect quotations, perform comparative analysis, and ensure cost-effective decision-making for administration related costs.
• Verify vendor invoices (hotel, travel, logistics, etc.), obtain approvals, and coordinate with Finance for payments.

5. Meetings, Events & Corporate Coordination

• Arrange logistics for internal and external meetings, board meetings, and corporate events.
• Coordinate venue selection, catering, and technical arrangements.
• Support official programs across all sites and offices.

6. Fleet & Transportation Management

• Manage pool cars, rental vehicles, and transport logistics.
• Coordinate airport pick-up/drop services for employees, foreign delegates, and clients.
• Ensure efficient vehicle allocation and cost optimization.

7. Employee Support & Administration

• Verify staff overtime (OT) and medical claims; submit for approval prior to payroll processing.
• Support HR and Finance in administrative coordination.
• Supervise administrative staff and allocate duties effectively.

8. Security & Compliance

• Monitor office security operations and ensure compliance with company policies.
• Prepare and maintain documentation related to compliance, safety, and audit requirements.

Key Qualifications & Experience

• Bachelor’s degree in business administration, Management, or a related field (master’s will be an added advantage)
• 5–8 years of experience in administration, executive assistance, or corporate services roles.
• Experience supporting senior executives or Managing Director level preferred.
• Strong knowledge of travel management, vendor coordination, and office operations.

Key Skills & Competencies

• Strong organizational and multitasking abilities
• Excellent communication and interpersonal skills
• High level of integrity and confidentiality
• Strong negotiation and vendor management capability
• Proficiency in MS Office (Excel, PowerPoint, Word)
• Ability to work under pressure and meet tight deadlines
• Attention to detail and problem-solving mindset

Key Performance Indicators (KPIs)

• Timely and cost-effective travel arrangements
• Efficiency in MD calendar and communication management
• Vendor cost optimization and service quality
• Office maintenance and operational efficiency
• Accuracy and timeliness in administrative processing
• Stakeholder satisfaction (internal & external)

Maersk is committed to a diverse and inclusive workplace, and we embrace different styles of thinking. Maersk is an equal opportunities employer and welcomes applicants without regard to race, colour, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, pregnancy or parental leave, veteran status, gender identity, genetic information, or any other characteristic protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with all legal requirements.

We are happy to support your need for any adjustments during the application and hiring process. If you need special assistance or an accommodation to use our website, apply for a position, or to perform a job, please contact us by emailing accommodationrequests@maersk.com.