Job Description

Job Description The Executive Assistant to the Managing Director (MD) will be a vital support role, ensuring the smooth functioning of the MDs day-to-day operations. This individual will manage the MDs calendar, assist in project management, handle communication, coordinate meetings and travel arrangements, and provide general administrative support. A key aspect of this role is maintaining confidentiality and managing tasks with attention to detail. Key Responsibilities: 1. Calendar Management: Coordinate and manage the MDs schedule, ensuring all appointments, meetings, and events are effectively planned. Prioritize and resolve any scheduling conflicts that arise. 2. Follow-ups: Proactively track and follow up on tasks and projects assigned by the MD. Ensure all deadlines are met and provide updates on the status of tasks. 3. Communication: Act as the main point of contact between the MD and internal/external stakeholders. Handle emails, calls, and messages with professionalism and confidentiality. 4. Meeting Coordination: Organize and prepare for meetings, including creating agendas, taking minutes, and distributing relevant materials. Ensure action items from meetings are followed up on in a timely manner. 5. Travel Arrangements: Plan and coordinate travel arrangements for the MD, including booking flights, accommodations, and creating itineraries. Resolve any travel-related issues that may arise. 6. Document Management: Assist in the preparation, review, and management of documents, reports, and presentations for the MD. Maintain organized filing systems to store documents securely. 7. Project Management: Support the MD in managing projects and initiatives. Track project progress and ensure milestones are met within deadlines. 8. Administrative Support: Handle various administrative duties such as expense reports, office supplies management, and maintaining records. Assist with personal tasks as needed. 9. Liaison: Facilitate effective communication between the MD and various departments within the organization. Act as a liaison to ensure smooth collaboration across teams. Qualifications: Bachelor’s degree in Business Administration, Management, or a related field. Proven experience as an Executive Assistant or in a similar role, particularly supporting senior-level executives. Exceptional organizational skills and the ability to manage multiple tasks simultaneously. Strong follow-up skills and attention to detail. Excellent verbal and written communication abilities. Proficiency in Microsoft Excel and other office software. Ability to handle sensitive information with confidentiality and discretion. Strong problem-solving abilities and proactive attitude. Ability to work independently with minimal supervision.