Executive Assistant

Role & responsibilities

1. Secretarial & Administrative Support:

- Welcome guests and visitors by greeting them in a professional and courteous manner.

- Act as a liaison between the Managing Director and internal departments.

- Coordinate with external vendors, partners, and associations.

- Manage and maintain the Managing Directors calendar and email account.

- Organize inbound emails into appropriate folders, flag urgent correspondence, and print attachments as needed.

- Receive, review, and respond to correspondence and emails.

- Take dictation and type documents as per the Managing Directors instructions.

- Handle confidential assignments and tasks as assigned from time to time.

- Analyze various departmental reports, collate data, and prepare summaries for the Managing Director's review.

2. Meeting Coordination & Scheduling:

- Coordinate with the Managing Director to schedule daily meetings with HODs, external engagements, and other appointments.

- Maintain an active and updated calendar of appointments and meetings.

- Ensure meeting agendas and relevant documents are prepared and circulated in advance.

- Plan and organize meetings, conferences, and other events.

- Prepare meeting agendas and take minutes of meetings, capturing key discussions and action points.

- Draft and prepare letters, documents, and communications as instructed by the Managing Director.

- Maintain professional communication with internal teams and external stakeholders.

3. Logistics & Hospitality:

- Organize domestic and international travel and prepare detailed travel itineraries.

- Coordinate with travel agents for flight bookings, hotel accommodations, and transportation arrangements, including airport pick-up and drop-off.

4. Documentation & Office Management:

- Maintain accurate records of both physical and electronic correspondence on a regular basis.

- Ensure effective office management, including filing of correspondence and maintenance of all documentation.

- Coordinate with departments to prepare and compile reports as required by top management.

Preferred candidate profile

Educational Qualification:

- Graduate in any discipline (Bachelors degree required; a degree in Business Administration, Secretarial Practice, or a related field is preferred).

- Additional certification in office management, executive assistance, or business communication is an advantage.

Experience:

- 58 years of proven experience as an Executive Assistant, Personal Secretary, or in a similar administrative role.

- Prior experience supporting senior leadership (Managing Director, CEO, etc.) is highly desirable.