Executive Assistant to Managing Director

Job Profile for an Executive Assistant to the Managing Director

**Job Title:** Executive Assistant to the Managing Director (MD)

**Location:** [Insert Location]

Reports To:** Managing Director (MD)

**Job Type:** Full-Time / Part-Time / Contract (as applicable)

**Job Overview:**

The Executive Assistant to the Managing Director (MD) provides high-level administrative support to the MD and ensures the efficient operation of the MD's office. The EA will manage the MD's schedule, coordinate meetings, communicate on behalf of the MD, and handle confidential information with discretion. This role requires excellent communication, organizational, and interpersonal skills.

### **Key Responsibilities:**

1. **Calendar and Schedule Management:**

- Manage the MD's calendar and schedule meetings, appointments, and travel arrangements.

- Prioritize and organize time commitments based on urgency and importance.

- Anticipate scheduling conflicts and proactively resolve them.

2. **Communication Management:**

- Serve as the primary point of contact between the MD and internal/external stakeholders.

- Draft, edit, and review correspondence, emails, reports, and presentations on behalf of the MD.

- Handle confidential and sensitive information with discretion.

3. **Meeting and Event Coordination:**

- Prepare meeting agendas, take detailed minutes, and ensure follow-up on action items.

- Coordinate and facilitate internal and external meetings, conferences, and events.

- Organize board meetings and manage documentation.

4. **Travel Arrangements:**

- Plan and coordinate domestic and international travel, including flights, accommodation, and ground transportation.

- Prepare detailed itineraries for business trips.

5. **Project Support:**

- Assist in various projects initiated by the MD, ensuring timely completion.

- Conduct research and prepare reports as requested by the MD.

6. **Document and Records Management:**

- Organize and maintain office files, records, and databases.

- Ensure proper documentation and filing of contracts, agreements, and other critical documents.

7. **Liaison and Relationship Management:**

- Build and maintain relationships with key internal and external stakeholders.

- Represent the MD's office in a professional manner in all communications.

8. **Financial and Expense Management:**

- Process and manage the MD's expense reports, reimbursements, and budgets.

- Coordinate with the finance department to ensure timely submission and approval.

9. **Office Management Support:**

- Assist in managing the administrative aspects of the office.

- Oversee office supplies, equipment, and vendor management related to the MD's office.

**Required Qualifications:**

- **Education:** Bachelor's degree in Business Administration, Management, or a related field.

- **Experience:** Minimum of 5 years of experience as an Executive Assistant, preferably supporting C-level executives.

- **Skills:**

- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

- Strong organizational, time management, and problem-solving skills.

- Excellent written and verbal communication skills.

- High level of discretion, confidentiality, and professionalism.

- Ability to multitask and work well under pressure in a fast-paced environment.

**Preferred Qualifications:**

- Experience in handling corporate travel and event planning.

- Familiarity with project management tools and techniques.

- Previous experience working in a multinational or large corporate environment.

Job Type: Full-time

Pay: 60,000.00 - 70,000.00 per month

Work Location: In person