Executive Assistant to Managing Director

Job Profile:

Under the general direction of the Managing Director, this position performs executive secretarial tasks; relieving the MD of administrative detail by receiving and handling inquiries, following up on projects, complaints, and requests related to departmental activities from internal and external stake holders.
This role is a key support position for the company working as the ‘right-hand’ to the MD and acting as an ambassador of the Company, exemplifying the company culture. The incumbent multi-tasks in order to handle a multitude of short and long-term projects; with at times, competing and conflicting levels of priority and liaison among the office of the MD, the Executive Committee, Business Unit Heads and other internal and external customers.

Job Responsibility:

• Prioritize and ensure that reports, business papers and correspondence are dealt with efficiently and promptly
• Arranges complex and detailed travel plans, itineraries, and agendas
• Plans, coordinates and ensures the MD's schedule is followed and respected. Provides "gatekeeper" and gateway" role, creating win-win situations for direct access to the MD's time and office
• Monitors progress of departmental assignments, ensuring that responses are timely and in accordance with established office and department policy and procedures
• Identify and take any follow up action arising from the minutes meeting that are required
• Provides a bridge for smooth communication between the MD's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
• Relay directives, instructions and assignment to staff as directed by MD
• Greet and receives visitors for MD
• Edits and completes first drafts for written communications to external stake holders
• Updates and maintains list of all internal and external customer contacts
• Handles a wide variety of complex and confidential situations and resolves conflicts involving the clerical and administrative function of the office
• The job holder is expected to continuously improve on the processes he/she owns

Primary responsibility:

• Receive, direct and relay telephone messages and fax messages
• Manage MD’s diary and arrange meeting s
• Take meeting minutes, write reports, prepare correspondence and prioritize items that need attention of MD.
• Filing, preparation, collation and distribution of
• supportive documentation, notes and
• correspondence
• Screen telephone calls
• Assist MD in preparing a MD's expense report, reconciling credit card statements or submitting billing information
• Assist in any other personal tasks assigned by MD which will help MD to save time to perform more efficiently

Job Details

Preferred Candidate