Executive Assistant to Managing Director

Job Title:

Location:

Department:

Reports To:

Job Summary:

The Executive Assistant will provide high-level administrative support to the senior leadership team, ensuring smooth and efficient operations. The role requires strong organizational skills, discretion, and the ability to handle a wide range of executive-level support tasks with professionalism and confidentiality.

Key Responsibilities:

• Manage executive’s calendar, schedule meetings, and coordinate appointments and travel arrangements.
• Prepare and organize documents, reports, presentations, and correspondence.
• Handle confidential information with the utmost discretion and integrity.
• Serve as the first point of contact between the executive and internal/external stakeholders.
• Coordinate logistics for board meetings, senior leadership meetings, and other events.
• Track action items, follow-ups, and deadlines on behalf of the executive.
• Assist in creating and managing expense reports and budgets.
• Maintain filing systems and ensure all documentation is accurate and up to date.
• Support in strategic initiatives and project coordination as required.
• Take meeting minutes and distribute them as needed.
• Manage communication, including email, phone calls, and internal memos.

Qualifications and Skills:

• Bachelor’s degree in Business Administration or a related field preferred.
• Proven experience (typically 1-7 years) as an Executive Assistant, Personal Assistant, or in a similar role.
• Exceptional written and verbal communication skills.
• High level of discretion, integrity, and professionalism.
• Strong organizational and multitasking skills with attention to detail.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and adapt in a fast-paced environment.
• Time management and problem-solving abilities.

Preferred Attributes:

• Ability to anticipate needs and proactively address them.
• Positive attitude, team player, and customer-focused mindset.