Executive Assistant To Managing Director

Role & responsibilities

1. Calendar & Schedule Management
   
• Manage and maintain executive's calendar, including scheduling meetings, appointments, and travel.
• Prioritize and coordinate time-sensitive meetings and events.
• Ensure all necessary materials and information are available for meetings.

2. Communication & Correspondence

• Serve as the primary point of contact for internal and external communications for the executive.
• Draft, proofread, and send correspondence on behalf of the executive, including emails, memos, and reports.
• Screen phone calls, emails, and other communications, responding or redirecting as needed.

3.Travel Coordination

• Arrange travel plans, including flights, accommodations, transportation, and itineraries.
• Ensure all travel logistics are planned to maximize efficiency and minimize travel disruptions.

4.Meeting Coordination & Support

• Prepare agendas, presentations, and other materials for meetings.
• Attend meetings as needed to take minutes, track action items, and follow up on tasks.
• Set up and coordinate virtual and in-person meetings, ensuring all technical aspects are functioning.

5.Project Management

• Assist with the planning and execution of special projects and initiatives.
• Track deadlines, deliverables, and progress on key projects.
• Support cross-functional teams and stakeholders to ensure project timelines are met.

6.Document & File Management

• Maintain organized electronic and physical filing systems for important documents, contracts, and records.
• Handle sensitive and confidential information with discretion.
• Ensure compliance with organizational policies and procedures for document management.

7. Office Management & Support

• Assist with the coordination of office events, including team meetings, conferences, and special gatherings.
• Liaise with other departments, vendors, and stakeholders to ensure smooth office operations.

Skills & Competencies:

• Excellent organizational and time management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
• High level of professionalism, with the ability to handle confidential and sensitive information.
• Attention to detail and ability to follow through on tasks.
• Strong interpersonal skills and the ability to build relationships with leadership, staff, and external partners.

• Personal Attributes:
  
• Proactive, resourceful, and adaptable in fast-paced environments.
• Strong problem-solving skills and the ability to think critically.
• Ability to work independently and as part of a team.
• High level of integrity and discretion.

Working Conditions:

• Full-time position
• Occasional travel may be required
• Occasional overtime may be required to meet deadlines or manage urgent requests

Compensation:

• Competitive salary based on experience
• Benefits package [like Wok Performance Bonus]