Key Responsibilities:
Calendar Management:
- Manage and prioritize the MD's calendar, scheduling appointments, meetings, and travel arrangements efficiently.
- Coordinate with internal and external stakeholders to arrange meetings, conferences, and events, ensuring optimal use of the MD's time.
Communication and Correspondence:
- Serve as the primary point of contact for the MD, screening and prioritizing incoming calls, emails, and correspondence.
- Draft and prepare emails, letters, reports, presentations, and other documents on behalf of the MD, ensuring accuracy and attention to detail.
Information Management:
- Maintain confidential files, records, and databases, organizing and updating information as needed.
- Conduct research, gather data, and prepare briefing materials and background documents for meetings, presentations, and projects.
Administrative Support:
- Provide administrative support to the MD, including managing expenses, processing invoices, and handling reimbursements.
- Prepare meeting agendas, take minutes, and follow up on action items to ensure timely completion of tasks.
Travel Coordination:
- Coordinate travel arrangements for the MD, including booking flights, accommodations, transportation, and visa arrangements as needed.
- Prepare travel itineraries, agendas, and documentation, ensuring smooth and efficient travel experiences.
Liaison and Relationship Management:
- Act as a liaison between the MD and internal departments, external partners, clients, and stakeholders, facilitating communication and collaboration.
- Build and maintain positive relationships with key stakeholders, representing the MD professionally and courteously at all times.
Special Projects and Initiatives:
- Assist the MD in special projects, initiatives, and strategic initiatives as assigned, providing research, analysis, and administrative support as needed.
- Coordinate cross-functional teams, manage project timelines, and ensure deliverables are met according to established goals and objectives.
Qualifications:
- Bachelor's degree in business administration, management, or a related field preferred.
- Proven experience as an executive assistant, personal assistant, or administrative assistant supporting senior executives or C-level executives.
- Strong organizational skills with the ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines in a fast-paced environment.
- Excellent communication skills, both written and verbal, with the ability to interact professionally with internal and external stakeholders.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools.
- Discretion and confidentiality in handling sensitive information and maintaining confidentiality at all times.
- Flexibility, adaptability, and a proactive approach to problem-solving and decision-making.
- Attention to detail, accuracy, and a high level of professionalism in all interactions and tasks.
The Personal Assistant to the Managing Director plays a pivotal role in supporting the MD and ensuring the efficient operation of the executive office. This position requires a dedicated and reliable individual capable of handling a wide range of administrative responsibilities with discretion, professionalism, and integrity.