Executive Assistant to the Managing Director

Job Description:

Administrative Support:

• Provide high-level administrative support to the Managing Director, including managing calendars, scheduling meetings, and organizing travel arrangements.
• Screen and prioritize incoming communications (emails, calls, etc.) and respond on behalf of the MD as needed.
• Draft, proofread, and edit emails, reports, presentations, and other documents for the MD.
• Organize and maintain files, both physical and digital, ensuring documents are easily accessible.

Meeting and Event Coordination:

• Schedule and organize meetings, ensuring the MD is well-prepared with necessary materials, agendas, and background information.
• Take meeting minutes and track follow-up actions to ensure timely completion of tasks.
• Coordinate internal and external events, including business travel, conferences, and company meetings.
• Organize and manage virtual and in-person events, presentations, and client meetings.

Project Management Support:

• Assist the MD with project management tasks, including tracking progress, following up on deliverables, and providing status updates.

Communication Liaison:

• Act as the primary point of contact between the MD and key internal/external stakeholders, including employees, clients, suppliers, and board members.
• Communicate effectively on behalf of the MD, ensuring clarity and professionalism in all interactions.

Travel and Logistics Coordination:

• Manage the MD’s travel arrangements, including flights, accommodations, transportation, and itineraries.
• Prepare detailed travel itineraries and ensure all travel documents are in order.
• Organize and coordinate logistics for both domestic and international travel.

Time Management and Prioritization:

•  Ensure the MD’s schedule is optimized and efficiently managed, minimizing conflicts and ensuring timely follow-ups.
•  Prioritize tasks and manage the MD's time effectively, ensuring important matters receive the attention they need.

Experience:

• 15-20 years of experience in an executive assistant, personal assistant, or similar administrative support role, preferably supporting senior leadership.

Skills:

•  Exceptional organizational and time-management skills with the ability to prioritize and handle multiple tasks simultaneously.
•  Strong written and verbal communication skills, with attention to detail.
•  Proficient in Microsoft Office Suite (Excel, Word, PowerPoint).
•  High level of professionalism and discretion when handling confidential information.
•  Strong interpersonal skills, with the ability to interact effectively with senior leadership, clients, and team members.

Qualifications:

• Bachelor’s degree or equivalent qualification (preferred but not mandatory).