Executive Assistant To Managing Director

Position Overview:

The Executive Assistant to the Managing Director (MD) plays a crucial role in ensuring the smooth and efficient operation of the MD's office. This role requires a highly organized, detail-oriented, and proactive individual who can manage a variety of tasks, communicate effectively, and handle sensitive and confidential matters with discretion. The Executive Assistant will act as the primary point of contact between the MD, internal teams, and external stakeholders, supporting the MD in a range of administrative, operational, and strategic duties.

Key Responsibilities:

• Travel Management:

  Arrange domestic and international travel, including flight, accommodation, and transportation. Prepare detailed itineraries and ensure all logistics are in place for the MDs travel.

• Communication & Correspondence:

  Serve as the primary point of contact between the MD and internal/external stakeholders. Screen, prioritize, and respond to incoming emails and phone calls on behalf of the MD. Draft and prepare correspondence, reports, presentations, and other documents as needed.

• Meeting & Event Coordination:

  Coordinate meetings, conferences, and events for the MD. Prepare meeting agendas, take minutes, and follow up on action items. Ensure all meetings are organized efficiently and that all materials are prepared.

• Document Management & Filing:

  Maintain and organize confidential files, documents, and records related to the MD’s work. Ensure that documents are easily accessible and properly archived.

• Budgeting Management:

  Assist with managing the MD’s budget and expenses, including preparing reports and ensuring all expenses are tracked and processed in a timely manner.

• Forecast Management:

Assist with data collection, report preparation and document management for forecasting.

• Confidentiality & Discretion:

  Handle sensitive and confidential information with the utmost discretion. Exercise sound judgment and always maintain the highest level of professionalism.

• Ad-hoc Tasks:

  Take on additional duties and special projects as assigned by the MD. Be flexible and adaptable to changing priorities.

Qualifications & Skills:

• Education:

  bachelor’s / master’s degree in administration, Communications, or a related field is preferred.

• Experience:

  At least 5 years of experience in an executive assistant or administrative support role, ideally in a corporate or high-level executive setting

• Skills:

• Proficiency in communication skills
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently with minimal supervision.
• Exceptional attention to detail and accuracy.
• Strong interpersonal skills and the ability to build relationships at all levels.
• Ability to handle confidential information with discretion.
• Proactive and resourceful in problem-solving.
• Time management skills and the ability to work under pressure.

• Personal Attributes:

• Professional demeanour and appearance.
• Strong work ethic, reliability, and initiative.
• Flexible and adaptable to changing work environments.
• Positive attitude and strong sense of ownership over work.

Working Conditions:

• Full-time, office-based role with occasional remote work flexibility.
• Some after-hours work may be necessary to accommodate the MD’s schedule.