Executive Assistant To Managing Director

Roles and Responsibilities:
Administrative Support:

Manage and maintain the founders schedules, including appointments, meetings, and travel arrangements.
Handle correspondence, including emails, phone calls, and letters, on behalf of the founders.
Prepare and edit documents, presentations, and reports for internal and external use.
Meeting Coordination:

Schedule, organize, and coordinate meetings, conferences, and events.
Prepare agendas, take minutes, and follow up on action items from meetings.
Ensure timely communication and distribution of meeting materials.
Travel Management:

Arrange travel itineraries, accommodations, and transportation for the founders.
Prepare travel expense reports and ensure timely reimbursement.
Project Assistance:

Assist in the planning and execution of special projects and initiatives.
Conduct research and gather information as required by the founders.
Monitor project timelines and ensure timely completion of tasks.
Communication and Liaison:

Serve as the primary point of contact between the founders and internal/external stakeholders.
Facilitate effective communication and collaboration within the organization.
Handle confidential information with discretion and maintain confidentiality.
Office Management:

Ensure the smooth running of the founders office, including managing office supplies and equipment.
Coordinate with various departments to ensure the founders needs are met.
Key Result Areas (KRAs):
Efficiency in managing the founders schedules and appointments.
Timeliness and accuracy in preparing and editing documents.
Effectiveness in coordinating meetings and events.
Quality of travel arrangements and expense management.
Success in supporting special projects and initiatives.
Effectiveness in communication and liaison duties.
Maintenance of confidentiality and discretion.
Key Performance Indicators (KPIs):
Number of scheduling conflicts resolved.
Timeliness of document preparation and submission.
Number of successfully coordinated meetings and events.
Accuracy and timeliness of travel arrangements and expense reports.
Progress and completion rate of assigned projects.
Feedback from internal and external stakeholders on communication effectiveness.
Instances of confidentiality breaches.
Deliverables:
Updated and well-maintained schedules and calendars.
Accurate and timely prepared documents, presentations, and reports.
Organized and well-coordinated meetings, with follow-up on action items.
Comprehensive travel itineraries and timely expense reports.
Completed research and project reports.
Effective communication logs and liaison records.
Efficiently managed office supplies and equipment.

Skill Sets Required:

Excellent organizational and time-management skills.

Strong written and verbal communication abilities.

Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).

Ability to handle multiple tasks and prioritize effectively.

Discretion and ability to maintain confidentiality.

Strong attention to detail and problem-solving skills.

Interpersonal skills and ability to work collaboratively.

Qualifications:

Bachelors degree in Business Administration, Management, or related field.

Minimum of 5 years of experience as an executive assistant or in a similar role.

Experience in project management and event coordination.

Familiarity with travel and expense management.