Executive Assistant

Job Summary:

The Executive Assistant to the Managing Director will provide high-level administrative support, ensuring the efficient operation of the executive office. This role requires a proactive, organized, and detail-oriented individual with excellent communication skills and the ability to handle sensitive information with discretion. The Executive Assistant will manage the Managing Director’s schedule, coordinate meetings, prepare reports, and assist in various administrative tasks to help achieve the company’s strategic goals.

Key Responsibilities:

• Calendar and Schedule Management:
  • Manage the Managing Director’s calendar, including scheduling meetings, appointments, and travel arrangements.
  • Ensure all necessary materials and information are prepared in advance of meetings and engagements.
• Communication and Correspondence:
  • Handle incoming and outgoing communications on behalf of the Managing Director, including emails, phone calls, and written correspondence.
  • Draft, proofread, and edit documents, reports, and presentations.
• Meeting Coordination:
  • Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
  • Liaise with internal and external stakeholders to ensure the smooth execution of meetings and events.
• Travel Management:
  • Arrange domestic and international travel, including booking flights, accommodations, transportation, and itineraries.
  • Prepare travel expense reports and ensure timely reimbursement.
• Administrative Support:
  • Maintain and organize confidential files and records.
  • Conduct research, compile data, and prepare reports or presentations for the Managing Director as needed.
  • Assist in the preparation of executive reports, board meeting materials, and other high-level documentation.
• Project Management:
  • Assist the Managing Director in managing and tracking the progress of key projects.
  • Coordinate with various departments to gather information and ensure project deadlines are met.
• Office Management:
  • Ensure the executive office operates efficiently, including managing office supplies, equipment, and facilities.
  • Act as a liaison between the Managing Director and other employees, facilitating communication and workflow.
• Event Planning:
  • Assist in planning and organizing company events, conferences, and off-site meetings.
  • Coordinate logistics, including venue selection, catering, and transportation.

Qualifications:

• Education: Bachelor’s degree in Business Administration, Management, or a related field.
• Experience: Minimum of 5 years of experience as an Executive Assistant or in a similar role, preferably supporting senior executives.
• Skills:
  • Exceptional organizational and time-management skills.
  • Strong verbal and written communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to handle confidential information with integrity and professionalism.
  • Detail-oriented with strong problem-solving skills.
  • Ability to work independently and as part of a team.
  • Experience with project management tools and software is a plus.

Key Attributes:

• Professionalism: Must represent the Managing Director and the company in a professional manner at all times.
• Adaptability: Ability to adapt to changing priorities and handle multiple tasks simultaneously.
• Initiative: Proactive in identifying opportunities to assist and improve processes.
• Reliability: Dependable and consistent in delivering high-quality work.