Personal Assistant to MD

Job Description

As a Personal Assistant to the Managing Director (MD), you will play a critical role in ensuring the seamless operation of the executive's daily activities. This position demands a high degree of adaptability, exceptional organizational skills, and a keen attention to detail. You will be entrusted with managing the MD's schedule, coordinating meetings, and handling various administrative tasks to facilitate a smooth workflow. Your responsibilities will include acting as the primary point of contact for internal and external communications, preparing reports and presentations for meetings, and safeguarding confidential information. The successful candidate will be proactive, possess excellent communication skills, and demonstrate the ability to work effectively under pressure. 

Responsibilities

• Manage and organize the MD's calendar, scheduling appointments effectively across departments.
• Coordinate and prepare materials for meetings, ensuring all necessary documents are available.
• Act as a liaison between the MD and various internal and external parties, ensuring smooth communication.
• Handle confidential and sensitive information with utmost discretion and professionalism.
• Prepare detailed reports, memos, and presentations for MD's review and meetings.
• Monitor and respond to emails on behalf of the MD, ensuring critical messages receive prompt attention.
• Arrange travel itineraries, including flight bookings, hotel reservations, and transportation.
• Assist in organizing events, both internal and external, ensuring logistical details are managed efficiently.
• Support other administrative tasks as needed to facilitate smoother office operations.
• Develop and maintain effective filing and record-keeping systems for easy retrieval of information.
• Conduct research as required by the MD to support decision-making processes.
• Assist in the preparation of various contractual and legal documents for the MD's approval.

Requirements

• Bachelor’s degree in business administration, management, or a relevant discipline.
• Proven experience as a personal assistant, executive assistant, or similar role preferred.
• Excellent interpersonal skills with strong verbal and written communication abilities.
• Proficiency in using Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Highly organized with an exceptional ability to multitask and manage time efficiently.
• Strong problem-solving skills, with a proactive approach to tackling challenges.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Detail-oriented with a focus on accuracy and thoroughness in all tasks.
• Flexibility to work outside of standard hours when required, depending on the MD's schedule.
• Familiarity with office management systems and procedures is highly desirable.
• Demonstrated capability to work autonomously, as well as collaboratively in a team environment.

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