The executive assistant to the managing director provides high-level administrative support to the managing director and assists in the coordination of executive office operations. The role involves managing schedules, coordinating meetings, handling correspondence, and performing various administrative tasks to ensure smooth and efficient functioning of the executive office.
Responsibilities
- Manage the managing director's calendar, schedule appointments, and prioritize meetings and events.
- Coordinate travel arrangements, including flight bookings, hotel accommodations, and itineraries.
- Screen and prioritize incoming communications, including phone calls, emails, and mail, and draft responses when necessary.
- Prepare and edit correspondence, reports, and presentations on behalf of the managing director.
- Conduct research and compile data to prepare briefing materials and presentations for meetings and events.
- Attend meetings with the managing director, take notes, and follow up on action items as needed.
- Coordinate and organize internal and external meetings, including setting up conference calls, video conferences, and preparing meeting agendas and materials.
- Manage and maintain confidential records, files, and documents, ensuring efficient and secure access as needed.
- Assist in the preparation and distribution of executive reports and presentations for internal and external stakeholders.
- Liaise with other department heads, executives, and external partners on behalf of the managing director, facilitating communication and coordination as required.
- Handle special projects and initiatives as assigned by the managing director, ensuring timely and effective completion.
- Manage expenses, process invoices, and maintain financial records related to the executive office.
- Provide administrative support for the managing director's personal matters, as necessary.
- Act as a liaison between the managing director and other senior executives, employees, and external contacts, ensuring effective communication and collaboration.
Qualifications
- Bachelor's degree in business administration, management, or related field preferred.
- Proven experience as an executive assistant or in a similar administrative role supporting senior executives.
- Advanced proficiency in office productivity tools, including Microsoft Office suite and calendar management software.
- Excellent communication skills, both written and verbal, with the ability to interact professionally with individuals at all levels of the organization.
- Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
- Discretion and confidentiality in handling sensitive information and communication.
- Detail-oriented and proactive approach to problem-solving and task management.
- Ability to work independently, take initiative, and make sound decisions in a fast-paced environment.
- Professional demeanor and ability to represent the managing director and the executive office effectively.
- Flexibility to adapt to changing priorities and work schedules as needed.
- Knowledge of standard office administrative practices and procedures.
