The Executive Assistant to the Managing Director (MD) plays a critical role in providing high-level administrative and executive support to the MD. This position requires exceptional organizational skills, attention to detail, and the ability to handle a wide range of administrative and executive tasks. The Executive Assistant will act as the primary point of contact between the MD and various stakeholders, both internal and external, and will be responsible for maintaining the MD's schedule, coordinating meetings and events, and assisting with a variety of projects and tasks.
Key Responsibilities:
Calendar Management:Effectively manage the MD's calendar, scheduling appointments, meetings, and conferences. Prioritize and coordinate all calendar activities, ensuring efficient use of the MD's time.
Communication: Act as the main point of contact for the MD, both internally and externally. Handle and screen emails, phone calls, and other forms of communication on behalf of the MD.
Meeting Coordination: Plan, organize, and coordinate meetings and conferences, including preparing agendas and necessary materials. Ensure all meeting logistics are in order, such as room reservations, video conferencing, and catering.
Travel Arrangements: Arrange travel itineraries, including flights, accommodation, and ground transportation, for the MD and, if necessary, other team members. Prepare travel expense reports and manage travel-related documents.
Documentation and Reporting: Draft, proofread, and edit correspondence, reports, and presentations for the MD. Compile and maintain confidential files, records, and documents.
Project Support: Assist the MD with various projects and tasks, including research, data analysis, and presentations. Coordinate and collaborate with other departments and team members as needed.
Confidentiality: Handle sensitive information and maintain a high level of confidentiality at all times.
Miscellaneous Tasks: Perform various ad-hoc tasks and projects as assigned by the MD.
Qualifications:
· Bachelor's degree or equivalent work experience.
· Proven experience in a similar role as an executive assistant or personal assistant.
· Strong organizational and time management skills.
· Exceptional communication skills, both written and verbal.
· Proficiency in using office software (e.g., Microsoft Office Suite) and calendar management tools.
· Ability to multitask and adapt to changing priorities.
· Strong attention to detail and problem-solving abilities.
· Professional demeanor and appearance.
· Discretion and ability to maintain confidentiality.
