Executive Assistant

About The Role

The Executive Assistant to the Managing Director (EA to MD) plays a pivotal role in ensuring the smooth functioning of the Managing Director’s office and is responsible for managing a variety of administrative tasks, ensuring efficient time management, and supporting key strategic initiatives. The EA will act as the primary point of contact between the MD and internal/external stakeholders, managing communications, meetings, and confidential documents. This is an ideal role for someone who is proactive, highly organized, and skilled at multitasking while handling sensitive information.

Key Responsibilities

Executive Support

Provide comprehensive administrative support to the MD, including calendar management, travel arrangements, and meeting coordination.

Prepare agendas, documents, and presentations for meetings.

Manage and prioritize incoming requests, and ensure effective follow-ups.

Communication Management

Act as a liaison between the MD and other stakeholders, including employees, clients, and external partners.

Draft, review, and manage all communications on behalf of the MD, ensuring clarity and professionalism.

Handle sensitive and confidential information with discretion.

Meeting Coordination and Follow-ups

Schedule and coordinate meetings, ensuring that the MD is well-prepared for each.

Organize board meetings and events, and take minutes, ensuring actionable items are documented.

Provide timely reminders and manage follow-ups for ongoing tasks.

Project Management Support

Assist the MD in tracking the progress of strategic projects, ensuring that deadlines are met and key milestones are achieved.

Collaborate with other departments to gather information and ensure smooth project execution.

Travel and Logistics

Arrange travel and accommodation for the MD, ensuring all logistics are smooth and efficient.

Coordinate domestic and international travel, including visa arrangements and detailed itineraries.

Document and File Management

Maintain an organized system for tracking and storing documents, files, and reports.

Ensure that all documents are easily accessible and confidential information is securely handled.

Key Deliverables

Well-organized calendar and time-management support for the MD.

High-quality presentations, reports, and meeting minutes for strategic discussions.

Timely and accurate coordination of meetings, travel, and events.

Smooth execution of key strategic initiatives and follow-ups on action items.

Organized and confidential management of documents and communications.

Qualifications

Bachelor’s degree in business administration, Management, or related field.

Technical Skills

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

Familiarity with project management tools (e.g., Trello, Asana, or Monday.com).

Experience in managing calendars, scheduling software, and virtual communication tools (Zoom, Teams, etc.).

Soft Skills

Strong organizational and multitasking abilities with great attention to detail.

Excellent verbal and written communication skills, with the ability to communicate clearly and professionally.

Discretion and confidentiality when handling sensitive information.

Strong interpersonal skills and the ability to work with diverse teams and stakeholders.

Ability to adapt quickly, think critically, and solve problems with minimal supervision.