Executive Assistant to Managing Director

Job Overview:

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our Managing Director. The successful candidate will play a pivotal role in ensuring efficient operations and seamless communication within the organization. The Executive Assistant will handle a wide range of administrative tasks, manage schedules, coordinate meetings, and act as a liaison between the Managing Director and internal/external stakeholders. This position requires exceptional communication skills, attention to detail, and the ability to maintain confidentiality.

Responsibilities:

Calendar Management: Effectively manage the Managing Director's calendar by scheduling meetings, appointments, and events. Anticipate scheduling conflicts and proactively resolve them to optimize time management.

Communication: Serve as the primary point of contact for internal and external communications on behalf of the Managing Director. Screen and prioritize emails, phone calls, and correspondence.

Meeting Coordination: Arrange, coordinate, and prepare materials for meetings, including agenda creation, meeting room setup, and documentation of minutes. Ensure all necessary resources are available for productive meetings.

Travel Arrangements: Handle travel arrangements for the Managing Director, including booking flights, accommodations, transportation, and preparing travel itineraries. Manage travel expenses and reconcile expense reports in a timely manner.

Information Management: Organize and maintain confidential information and files, both in physical and electronic formats. Ensure data accuracy and integrity while maintaining discretion and confidentiality.

Document Preparation: Draft, proofread, and format documents, reports, presentations, and correspondence as needed. Ensure all materials adhere to company standards and reflect the Managing Director's voice and style.

Project Support: Assist in the coordination and execution of special projects and initiatives as assigned by the Managing Director. Provide research, analysis, and administrative support as required.

Relationship Management: Build and maintain positive relationships with internal teams, external partners, clients, and stakeholders. Serve as a liaison between the Managing Director and various departments to facilitate effective communication and collaboration.

Office Management: Support office operations by ordering supplies, coordinating maintenance requests, and ensuring the office environment is organized and conducive to productivity.

Special Assignments: Undertake special projects and assignments as delegated by the Managing Director, demonstrating adaptability and a willingness to take on new challenges.

Qualifications:

Bachelor's degree in Business Administration, Management, or related field preferred.

Proven experience as an Executive Assistant or similar role, supporting C-level executives.

Exceptional organizational skills with the ability to prioritize tasks and manage multiple deadlines.

Strong communication skills, both written and verbal, with a professional and diplomatic demeanour.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.

Discretion and confidentiality in handling sensitive information and matters.

Ability to work independently with minimal supervision and as part of a team.

Flexibility and adaptability to changing priorities and business needs.

Attention to detail and high level of accuracy in all work assignments.

Preferred Qualifications:

Prior experience in a fast-paced corporate environment or executive office setting.

Knowledge of project management tools and techniques.

Familiarity with travel and expense management systems.

Understanding of basic financial principles and budget tracking.

Salary and Benefits:

Competitive salary commensurate with experience.

Comprehensive benefits package including health insurance, retirement plans, and paid time off.

Opportunities for professional development and growth within the organization.

Note: This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it. Management may modify or revise the job description at any time based on the needs of the organization.