The Executive Assistant plays a pivotal role in providing comprehensive administrative and operational support to the Managing Director. This position requires a high level of professionalism, discretion, and efficiency in managing the MD's schedule, communications, and office functions.
Key Responsibilities:
Calendar and Schedule Management:
- Coordinate and manage the MD's calendar, scheduling meetings, appointments, and events.
- Prioritize and optimize the MD's daily, weekly, and monthly schedule.
Communication:
- Serve as the primary point of contact between the MD and internal/external stakeholders.
- Manage and respond to emails, calls, and other communications on behalf of the MD.
- Draft, edit, and proofread correspondence, presentations, and reports.
Meeting Coordination:
- Organize and coordinate meetings, including preparing agendas, materials, and minutes.
- Ensure timely distribution of relevant information to meeting participants.
Travel Arrangements:
- Plan and coordinate domestic and international travel for the MD, including flights, accommodations, and ground transportation.
- Provide necessary travel documentation and itineraries.
Confidentiality:
- Handle sensitive and confidential information with discretion and professionalism.
- Maintain confidentiality in all communications and interactions.
Administrative Support:
- Perform general administrative tasks, including filing, record-keeping, and data entry.
- Prepare and submit expense reports on behalf of the MD.
Project Assistance:
- Assist in the planning and execution of special projects and initiatives.
- Conduct research, gather data, and prepare reports to support decision-making.
Office Management:
- Ensure the efficient operation of the MD's office by managing supplies, equipment, and facilities.
- Liaise with other departments to facilitate effective collaboration.
Problem Solving:
- Anticipate and address issues that may arise in the MD's workflow.
- Implement effective solutions to challenges and provide support in decision-making processes.
Qualifications:
- Bachelor's degree in Business Administration, Management, or a related field (preferred).
- Proven experience as an executive assistant or in a similar role.
- Exceptional organizational and multitasking skills.
- Strong written and verbal communication skills.
- Proficient in office software (Microsoft Office suite, Google Workspace, etc.).
- Ability to work independently and handle multiple priorities with attention to detail.
- Discretion and professionalism in handling confidential information.
