Executive Assistant (EA to Managing Director)

Job Description:

REPORTS TO: Managing Director

JOB SUMMARY: Provides administrative and secretarial support to Managing Director in his/her daily work.
This includes working with draft letters, reports, and presentations; filing; scheduling meetings and various daily planning; various activities
towards better organization of work; etc.
Significant activities will involve company confidential information of which the utmost care must be taken.
Support the Corporate Development Function as necessary under the direction of Senior Management.
This assignment requires work with little and at times no supervision.

SAFETY & HEALTH:
1. Be responsible for following all safety rules, policies, and practices. Report to any supervisor conditions that are believed to be unsafe or potentially hazardous.
2. Strive to reduce accidents, personal injuries, and potential hazards. Work safely and correctly at all times and set a good example.
3. Report all accidents to supervision immediately.

ESSENTIAL FUNCTIONS:
1. Prepare and proofread departmental letters, quotations, memorandums,call summary reports, quarterly reports, departmental reports, proposals,
presentations, budgets, management goals, etc. Double check calculations where necessary.
2. Screen telephone calls appropriately
3. Keep a log of the sales and service representatives’ calls, letters, quotes, and call reports.
4. End to end handling of marketing events hosted by the Company or where the Company participates.
This includes identifying vendors for various tasks, coordinating with Sales Team and HO team to finalize various advertising material etc
5. Manage corporate calendar for company and Managing Director. Keep track of departmental vacations.
6. Delegate work as required.
7. Support Senior Management team as and when required
8. Participate in various Corporate Development projects as defined.
9. Produces and maintains financial statistical statements for reporting periods including monthly and quarterly distributions.
10. Prepares travel arrangements for senior management and company guests. Coordinates hotel, air and ground travel.
11. Provides back-up support to other department assistants.
12. Participate in various Market and Internet based Research Projects as defined.

OTHER DUTIES:
Assumes additional responsibilities and performs special projects as needed or directed.

QUALIFICATIONS AND REQUIREMENTS:
1) Individual should have at least 3-5 years’ experience, preferably in the secretarial field.
2) Must possess excellent verbal and written communication skills and knowledge of English language and grammar.
3) Must be able to type a minimum of 50 wpm.
4) Must know how to use most common PC based software including Word, Excel, PowerPoint, and others as needed. Must know how to
use a Dictaphone machine.
5) Must be willing to work at a fast pace and deal with heavy workload in a very busy work environment.
6) Strong attention to detail
7) Ability to organize work, engage in a variety of tasks simultaneously and consistently meet deadlines