Executive Assistant to the Managing Director

Full Time3 weeks ago
Employment Information
Job Description

Maintain a calendar of appointments, meetings, travel missions, and other events for the MD, and implement all associated organizational arrangements.
Ensure the MD is well-prepared for daily meetings; assist in the preparation of presentation documentation, and correspondence; collate, copy, produce, and distribute, within tight deadlines, reports and presentations for internal and external meetings.
Attend meetings as needed with and on behalf of the MD to provide administrative support, take notes, and follow up on action items.
Coordinate logistics for meetings, including room reservations, visa procurement, audio-visual equipment setup, and catering arrangements.
Serve as the primary point of contact for the MD, screening and prioritizing incoming calls, emails, & correspondence.
Draft and prepare emails, letters, reports, and other documents on behalf of the MD with accuracy and professionalism.
Ensure timely responses to inquiries & requests, providing information or redirecting to appropriate channels as necessary.
Utilize technology tools and software applications to streamline executive administrative processes and enhance productivity.
Coordinate cross-departmental projects to ensure alignment and timely completion. • Support the MD in various special projects, initiatives, and strategic initiatives as assigned, demonstrating initiative, creativity, and problem-solving skills.
Assist with budget preparation and expense tracking for the executive office.

Requirements

Knowledge, Skills, & Experience:

Minimum of 3 - 5 years post-graduate experience in a similar role within a structured corporate environment.
A Bachelor's Degree or its equivalent
Knowledgeable in the use of technology scheduling tools and Microsoft Office applications
Strong oral and written communication skills
Ability to work with sensitive information and maintain a high level of confidentiality and discretion.
Proven track record of execution and meeting deadlines in fast-paced environments.
Strong process and project management abilities with keen attention to detail.
Self-motivated, critical thinker adept at working independently and in teams.
Highly ethical and comfortable challenging norms.
Willingness and ability to travel as necessary
Proficiency in the use of Google Workspace, Notion, Trello, Jira, Asana and related tools