Executive Assistant To Managing Director

Responsibilities:

• Calendar Management:

• Manage and maintain the executive's complex calendar, scheduling appointments, meetings, and travel arrangements.
• Proactively resolve scheduling conflicts and prioritize appointments based on urgency and importance.
• Prepare and distribute meeting agendas and materials.

• Travel Coordination:

• Arrange domestic and international travel, including flights, accommodations, and transportation.
• Prepare detailed travel itineraries and manage travel-related expenses.
• Handle visa applications and other travel-related documentation.

• Communication and Correspondence:

• Screen and prioritize incoming emails, phone calls, and correspondence.
• Draft and prepare professional emails, letters, and reports.
• Act as a liaison between the executive and internal/external stakeholders.

• Meeting Support:

• Organize and coordinate meetings, including booking meeting rooms, arranging catering, and preparing presentations.
• Take accurate meeting minutes and follow up on action items.
• Prepare PowerPoint presentations.

• Expense Management:

• Process and reconcile expense reports, ensuring accuracy and adherence to company policies.
• Manage and track budgets related to travel and other executive expenses.

• Confidentiality and Discretion:

• Handle highly confidential information with utmost discretion and professionalism.
• Maintain the security and confidentiality of all executive-related documents and communications.

• Project Management:

• Assist with special projects and initiatives as assigned.
• Conduct research and compile data to support executive decision-making.

• Office Administration:

• Maintain organized filing systems, both physical and electronic.
• Order and manage office supplies.
• Perform other administrative tasks as needed.

Qualifications:

• Bachelor's degree preferred.
• Minimum of 3 years of experience as an Executive Assistant supporting senior-level executives.
• Proven ability to manage complex schedules and coordinate travel arrangements.
• Excellent communication, interpersonal, and organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong attention to detail and accuracy.
• Ability to work independently and prioritize tasks effectively.
• Ability to handle confidential information with discretion.
• Problem solving skills.
• Ability to work well under pressure.