Executive Assistant to Managing Director
5 days ago
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our Managing Director (MD). The ideal candidate will possess exceptional communication skills, impeccable attention to detail, and the ability to manage multiple tasks efficiently.
Responsibilities:- Calendar Management: Maintain and coordinate the MD's schedule, including arranging meetings, appointments, and travel itineraries. Anticipate scheduling conflicts and proactively resolve them to ensure optimal time management.
- Communication: Act as the first point of contact for the MD, managing incoming calls, emails, and correspondence. Draft, proofread, and edit documents, presentations, and reports as needed.
- Meeting Coordination: Prepare agendas, presentations, and supporting documents for meetings. Attend meetings with the MD, take minutes, and follow up on action items to ensure timely completion.
- Information Management: Organize and maintain electronic and paper files, ensuring easy access to relevant documents. Handle sensitive information and maintain confidentiality at all times.
- Travel Arrangements: Arrange domestic and international travel logistics for the MD, including transportation, accommodation, and visa processing. Provide detailed itineraries and travel packs.
- Administrative Support: Assist with miscellaneous administrative tasks, such as expense reporting, invoice processing, and office supply management. Coordinate special projects and initiatives as assigned by the MD.
- Relationship Management: Cultivate positive relationships with key stakeholders, both internal and external to the organization. Serve as a liaison between the MD and various departments, clients, and partners.
- Prioritization: Assess the urgency and importance of tasks and requests, prioritizing them accordingly to ensure the MD's focus on critical matters.
Qualifications:
- Bachelor's degree in Business Administration, Management, or a related field (preferred).
- Proven experience (minimum 6 years) as an Executive Assistant or similar role supporting C-suite executives or senior management.
- Excellent proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
- Exceptional organizational and time management skills, with the ability to prioritize tasks effectively.
- Strong written and verbal communication skills, with a keen eye for detail and accuracy.
- Discretion and confidentiality when handling sensitive information.
- Ability to work independently with minimal supervision, as well as collaboratively within a team.
- Flexibility and adaptability to navigate a dynamic work environment and handle last-minute changes or unexpected situations.
- Professional demeanor and interpersonal skills, with the ability to interact confidently with individuals at all levels.
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