Calendar Management: Manage the Managing Directors calendar, schedule appointments, meetings, and conference calls, and coordinate logistics to ensure efficient use of time and resources.
Communication: Serve as the primary point of contact for the Managing Director, screen and prioritize incoming calls, emails, and correspondence, and respond to inquiries or redirect as appropriate.
Meeting Coordination: Coordinate and schedule internal and external meetings, prepare agendas, and compile relevant materials and documents for distribution in advance of meetings.
Travel Arrangements: Arrange domestic and international travel accommodations, including flights, hotels, transportation, and visas, and prepare detailed itineraries and travel packs.
Document Management: Draft, edit, and proofread correspondence, reports, presentations, and other documents on behalf of the Managing Director, ensuring accuracy, clarity, and alignment with company standards.
Stakeholder Engagement: Build and maintain positive relationships with internal and external stakeholders, including employees, clients, vendors, and business partners, and represent the Managing Directors office professionally and diplomatically.
Event Planning: Assist in planning and coordinating company events, conferences, board meetings, and other special events, including venue selection, catering, logistics, and guest coordination.
Confidentiality: Handle sensitive and confidential information with discretion and confidentiality, maintaining the highest standards of professionalism and integrity at all times.
Administrative Support: Provide general administrative support to the Managing Director, including filing, photocopying, scanning, expense reporting, and other adhoc tasks as needed.
Prioritization: Anticipate the Managing Directors needs, prioritize tasks and requests, and proactively address issues or concerns to ensure timely resolution and optimal productivity.
Continuous Improvement: Identify opportunities to streamline processes, improve efficiency, and enhance the effectiveness of administrative support services for the Managing Director and the executive leadership team.
Ideal Profile
Bachelors degree in Business Administration, Office Management, or a related field. Executive Assistant certification or training is a plus.
Minimum of 7 years of experience as an executive assistant or administrative professional, supporting C-suite executives or senior management.
Excellent organizational and time management skills, with the ability to multitask, prioritize tasks, and meet deadlines in a fast-paced environment.
Strong communication and interpersonal skills, with the ability to interact professionally and effectively with individuals at all levels, both internally and externally.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with calendar management, travel booking, and expense reporting software.
Discretion and confidentiality in handling sensitive information and maintaining the highest standards of professionalism and ethics. Strong attention to detail, accuracy, and problem-solving skills, with the ability to anticipate needs and proactively address issues.
Adaptability and flexibility to accommodate changing priorities and business needs, with a positive attitude and willingness to take on new challenges.
Ability to work independently with minimal supervision and as part of a team, with a collaborative and customer-focused approach.
