Executive Assistant To Managing Director/EA

Job Description

Key Responsibilities: 1. Minutes of Meetings (MOM) Attend meetings with the Managing Director and other stakeholders. Take detailed and accurate minutes of discussions, decisions made, and action items assigned. Distribute the minutes to relevant parties in a timely manner. Follow up on action items to ensure timely completion. 2. Management Information Systems (MIS) Prepare and maintain reports that provide insights into business performance, project progress, and operational metrics. Collaborate with other departments to gather and compile necessary data. Ensure that reports are accurate, up to date, and presented in a clear format. 3. Correspondence with Other Departments Facilitate communication between the Managing Director and other departments. Draft, review, and send internal and external communications on behalf of the Managing Director. Ensure that all correspondence is professional and adheres to company standards. 4. Administrative Role Manage the Managing Director's calendar, scheduling meetings and appointments efficiently. Organize travel arrangements including flights, accommodations, and itineraries. Maintain filing systems and ensure that all documents are organized and easily accessible. Handle expense reports, ensuring timely reimbursement and appropriate documentation. 5. Communication Management: Manage the MDs correspondence, including emails, letters, and calls. Draft and proofread communications to ensure professionalism and accuracy. Act as a liaison between the MD and other departments or external stakeholders 6. D ocumentation and Reporting: Prepare reports, presentations, and other documents as required by the MD. Maintain and organize files (both physical and digital) for easy retriev. .7. Administrative Support: Handle administrative tasks such as expense reporting, invoicing, and office supply management. Assist in project management tasks as needed, including tracking deadlines and milestones. 8. Confidentiality and Discretion: Maintain a high level of confidentiality concerning sensitive information. Exercise discretion and good judgment in handling internal and external communications. 9. Special Projects: Assist with special initiatives or projects as directed by the MD. Conduct research and gather information to support decision-making. Skills Required: Organizational Skills: Ability to manage multiple tasks and priorities efficiently. Communication Skills: Strong written and verbal communication skills to interact effectively with stakeholders. Attention to Detail: Ensuring accuracy in reports and meeting minutes. Proficiency in Technology: Familiarity with office software (e.g., MS Office, project management tools). Confidentiality: Maintaining discretion in handling sensitive information.