Executive Assistant To Managing Director

Job Title:

Company Name :

Location:

Position Overview:

The Executive Assistant will provide high-level administrative support to the Managing Director (MD) and Director, ensuring the efficient operation of their offices. This position requires a highly organized and proactive individual capable of managing competing priorities, handling confidential information, and facilitating communication across multiple stakeholders. The role involves a combination of scheduling, travel coordination, project management, meeting support, and document preparation.

Key Responsibilities:

• Executive Support:

• Manage the MD and Directors calender, arrange meetings, and coordinate complex travel arrangements.
• Prepare and review correspondence, reports, and presentations for the MD and Director.
• Handle confidential information with discretion, acting as a trusted point of contact for both internal and external matters.

• Meeting and Event Coordination:

• Schedule and organize meetings, ensuring all logistics are in place.
• Take detailed minutes (MoM) during meetings, accurately recording key decisions, action items, and deadlines.
• Follow up on action items and ensure timely completion of assigned tasks.
• Assist in organizing company events, conferences, and other corporate functions.

• Shorthand and Note-Taking:

• Utilize shorthand or other note-taking methods to capture critical points during meetings, ensuring accurate documentation.
• Distribute meeting minutes promptly and track progress on outstanding tasks.

• Communication and Liaison:

• Serve as the primary point of contact for both internal teams and external stakeholders.
• Draft, proofread, and send professional emails and other written communications on behalf of the MD and Director.
• Facilitate effective communication between the MD, Director, and other departments, ensuring information flows smoothly.

• Document Management:

• Organize and maintain a comprehensive filing system for both physical and electronic documents.
• Prepare and format reports, presentations, and other documents as required.

• Project Coordination:

• Assist with the planning, coordination, and tracking of key projects to ensure deadlines and milestones are met.
• Provide regular updates to the MD and Director on the progress of ongoing initiatives.

• General Administrative Support:

• Handle office administration, including managing supplies, processing expenses, and assisting with budget tracking.
• Support day-to-day operations to ensure a seamless and efficient working environment.

• Research and Special Projects:

• Conduct research and provide summaries or reports on specific topics as requested by the MD or Director.

Qualifications and Skills:

• Education:

• Any graduate

• Experience:

• A minimum of 5-10 years of experience in an Executive Assistant or similar administrative role, ideally supporting senior executives.
• Proficiency in shorthand or fast note-taking techniques is highly desirable.

• Skills:

• Strong organizational and time-management skills, with the ability to manage multiple tasks simultaneously.
• Excellent written and verbal communication skills, with the ability to draft clear, professional correspondence.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
• Discreet and trustworthy, with the ability to handle confidential information appropriately.

• Personal Attributes:

• Strong attention to detail, with a high degree of accuracy and thoroughness.
• Proactive, adaptable, and able to work independently while also being a collaborative team player.
• Ability to remain calm under pressure and prioritize tasks effectively.

Additional Information:

• Working Hours:

  Full-time position with occasional flexibility required based on the needs of the MD and Director. Some travel may be required.

  Role & responsibilities

Preferred candidate profile

Perks and benefits