Personal Assistant To Managing Director

Key Responsibilities:

1. Administrative Support:
   
• Manage the director's calendar, scheduling meetings, appointments, and travel.
• Screen and prioritize emails, phone calls, and other communications.
• Prepare and maintain documents, reports, and presentations as requested by the director.
• Organize and maintain files, records, and office systems for efficient access.
2. Meeting Coordination:
   
• Arrange and prepare for meetings, including scheduling, booking venues, and organizing agendas.
• Take meeting minutes and distribute them to the relevant parties.
• Follow up on action items from meetings and ensure deadlines are met.
3. Travel and Logistics:
   
• Organize domestic and international travel arrangements, including flights, accommodation, and transport.
• Prepare detailed itineraries and ensure the director's travel plans are seamless.
4. Communication Liaison:
   
• Serve as the primary point of contact between the director and internal or external stakeholders.
• Manage communication on behalf of the director with clients, staff, and other executives.
• Draft correspondence, including emails, letters, and reports, with high attention to detail.
5. Task Management:
   
• Prioritize daily tasks and projects for the director, ensuring all deadlines are met.
• Monitor the directors workflow and proactively handle any urgent issues.
• Maintain a high level of confidentiality regarding sensitive information.
6. Event Planning and Coordination:
   
• Assist in organizing events, conferences, or company functions that the director will attend.
• Coordinate logistics, invitations, and other necessary arrangements for events.
7. Miscellaneous Support:
   
• Provide personal assistance as needed, such as managing personal appointments, errands, or small personal tasks.
• Perform other duties as required to support the director and team.

Required Skills and Qualifications:

• Education: High school diploma or equivalent; a degree in business administration or related field is preferred.
• Experience: Previous experience in an executive assistant, personal assistant, or administrative role, preferably supporting high-level executives or directors.
• Technical Skills: Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office software/tools.
• Communication: Excellent written and verbal communication skills; professional demeanor when interacting with stakeholders.
• Organizational Skills: Strong time management, multitasking abilities, and high attention to detail.
• Problem-Solving: Ability to anticipate needs, identify problems, and find solutions efficiently.
• Confidentiality: Demonstrates a high level of discretion and confidentiality with sensitive information.

Personal Attributes:

• Discreet, trustworthy, and reliable.
• Adaptable and able to work under pressure in a fast-paced environment.
• Self-motivated with the ability to work independently or as part of a team.
• Positive attitude and a willingness to help and support the director in all tasks.