Executive Assistant To Managing Director

Job Purpose

The Executive Assistant position at MIFM involves providing comprehensive administrative and organizational support to MD of company. This role is critical in ensuring schedules are organized, communications are streamlined, and the executive can focus on core strategic responsibilities. A high degree of professionalism, attention to detail, and the ability to handle sensitive information with discretion are essential.

Key Responsibilities

• Calendar and Schedule Management:

  Proactively manage complex diaries, including scheduling meetings, appointments, and resolving conflicts efficiently.

• Communication Handling:

  Screen and prioritize incoming emails, phone calls, and correspondence on behalf of the executive, ensuring prompt responses or appropriate escalation.

• Travel Coordination:

  Plan and organize detailed domestic and international travel itineraries, including flights, accommodation, and ground transportation.

• Meeting Preparation:

  Coordinate meetings and events, including logistics, preparing agendas, presentations, and documents. Take meeting minutes and follow up on action points as required.

• Document and Report Preparation:

  Type, format, and edit various documents, reports, and presentations using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Information Management:

  Maintain and update contact lists, implement efficient electronic and paper filing systems, and manage databases.

• General Administrative Support:

  Provide ad-hoc administrative and personal support, including running errands when required, managing office supplies, and liaising with internal departments.

Required Qualifications and Skills

• Proven experience as a Personal Assistant or in a similar administrative support role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Exceptional organizational, time-management, and multitasking skills, with the ability to prioritize workload effectively.
• Excellent written and verbal communication skills.
• High level of discretion and the ability to handle confidential and sensitive information with integrity and professionalism.
• Ability to work autonomously, use initiative, and adapt to a fast-changing work environment.
• Strong problem-solving abilities and attention to detail.

Preferred Qualifications

• A Bachelor's degree or equivalent experience is preferred.
• Experience with other software or programs relevant to the industry