Personal Assistant To Managing Director

Job Title Executive Assistant to the Director

Department: Executive Office

Job Summary:

The Executive Assistant to the Director plays a critical role in supporting the Director's success by providing high-level administrative and logistical support. This position requires a highly organised, proactive, and discreet individual with exceptional communication, interpersonal, and problem-solving skills. The ideal candidate will be a proactive and resourceful self-starter who thrives in a fast-paced environment and can anticipate the Director's needs.

Key Responsibilities:

• Manage the Director's complex schedule, including appointments, meetings, travel arrangements, and events.
• Proactively identify and resolve scheduling conflicts.
• Coordinate internal and external meetings, including scheduling participants, preparing agendas, and distributing meeting materials.
• Conduct research and prepare materials for meetings, presentations, and board meetings.
• Assist with the preparation of presentations, reports, and other key documents.
• Plan and book all travel arrangements, including flights, hotels, transportation, and visas.
• Prepare detailed travel itineraries and ensure all necessary travel documents are in order.
• Assist with expense reports and reimbursements.
• Screen and prioritise all incoming calls, emails, and correspondence.
• Respond to inquiries independently or direct them appropriately.
• Compose and prepare correspondence, including emails, letters, presentations, and reports.
• Maintain accurate and confidential records of all communications and activities.
• Manage office supplies and equipment.
• Oversee office maintenance and repairs.
• Coordinate office events and social gatherings.
• Provide administrative support for special projects as assigned by the Director.
• Conduct research and gather information as needed.
• Assist with the implementation of new initiatives and projects.
• Maintain the highest level of confidentiality regarding all sensitive and confidential information.

Qualifications:

• Bachelor's degree or equivalent experience.
• Proven experience as an Executive Assistant or in a similar high-level administrative support role, preferably supporting senior executives.
• Proven experience in calendar management, travel arrangements, and meeting coordination.
• Exceptional written and verbal communication and interpersonal skills.
• Strong organisational and time-management skills with the ability to prioritise tasks and meet deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Strong interpersonal and customer service skills.
• Ability to work independently and as part of a team.
• Flexibility and adaptability to changing priorities.