Executive Assistant To Managing Director (MD)

Job Description

Job Summary: We are seeking a highly organized, detail-oriented, and proactive Executive Assistant (EA) to support our Managing Director (MD). The ideal candidate will possess exceptional communication skills, the ability to handle sensitive information, and an understanding of executive-level operations. The EA will play a key role in ensuring the smooth and efficient running of the MDs office by managing schedules, correspondence, and administrative tasks. Key Responsibilities: Calendar and Schedule Management: Manage and prioritize the MD’s calendar, scheduling meetings, travel, and appointments. Coordinate internal and external meetings, ensuring all logistics are arranged in advance. Provide reminders and ensure timely preparation for meetings and events. Communication and Correspondence: Serve as the first point of contact for internal and external stakeholders, handling phone calls, emails, and other correspondence professionally. Draft, review, and manage the MD’s emails and communications, ensuring prompt responses when necessary. Assist in creating presentations, reports, and other documents as required by the MD. Travel and Event Coordination: Organize domestic and international travel arrangements for the MD, including flight bookings, hotel accommodations, itineraries, and ground transportation. Coordinate events, meetings, and conferences attended by the MD, ensuring all details are executed flawlessly. Document Management and Reporting: Prepare, organize, and manage confidential documents and files. Assist in the preparation of reports, presentations, and business documents for meetings and conferences. Track project progress and ensure that deadlines are met. Administrative Support: Perform general office management duties such as maintaining office supplies, liaising with vendors, and supporting other team members as necessary. Support the MD with personal tasks and errands when required. Handle financial tasks such as processing expense reports and invoices. Strategic Support: Provide strategic insights and assist with operational efficiencies by identifying opportunities for improvement. Manage special projects and assignments at the request of the MD. Confidentiality and Discretion: Maintain the highest level of confidentiality in dealing with sensitive matters. Exercise discretion in handling matters that involve the MD’s personal and professional life. Qualifications: Experience: Minimum of 5 years of experience in an executive assistant or administrative support role, preferably supporting senior management. Education: A bachelor’s degree in business administration, management, or a related field is preferred. Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management tools. Strong written and verbal communication skills. Exceptional time management and organizational skills. Ability to manage multiple tasks and work under pressure. High level of professionalism, confidentiality, and discretion. Personal Attributes: Self-starter with the ability to work independently. Strong attention to detail and proactive problem-solving skills. A collaborative team player who can interact with individuals at all levels of the organization.