Executive Assistant To Managing Director

Roles & Responsibilities

• First Point of Contact: Serve as the initial point of contact for calls, emails, and messages, responding promptly or directing them as appropriate for the directors attention.
• Diary Management: Manage the directors calendar, organize meetings, and control access to the executive when needed.
• Travel & Shipment Arrangements: Book and arrange shipments, travel, accommodation, and transportation.
• Event Planning: Organize internal and external events, including conferences.
• Task & Deadline Reminders: Ensure the director is reminded of important tasks and deadlines.
• Document Preparation: Type, compile, and prepare costing sheets, reports, SOPs, presentations, and correspondence.
• Database Management: Prepare and manage databases, filing systems, and administrative procedures.
• Market Research: Conduct online and offline market research and data collection to support decision-making.
• Staff & Client Liaison: Serve as the communication link between the director, staff, suppliers, and clients.
• Expense Management: Collate and file expense reports and ensure compliance with company protocols.
• HR & Compliance Support: Assist with company compliance, contract renewals, staff communications, and HR-related duties.
• Personal Support for Director: Handle miscellaneous personal tasks for the director, including property management, home maintenance, appointments, and tax-related tasks.
• Customer Complaints: Address and resolve customer grievances, ensuring satisfaction and loyalty.

Skills & Qualifications

• Confidentiality & Discretion: Ability to handle sensitive information with the utmost discretion.
• Problem-Solving: A proactive mindset with the ability to independently manage complex tasks.
• Communication: Excellent written and oral communication skills.
• Organizational Skills: Strong organizational and multitasking abilities.
• Flexibility: Adaptability and willingness to handle both professional and personal tasks as required.
• Negotiation Expertise: Strong negotiation skills, especially with suppliers and external stakeholders.
• Tact & Diplomacy: Ability to manage delicate situations with tact and diplomacy.
• Excel Proficiency: Advanced Excel skills for data analysis and management.
• Technical Aptitude: Proficiency in standard software packages and the ability to learn company-specific software.

Education & Experience

Education: College Graduate

Experience: Minimum 4 years of experience as an assistant, ideally supporting a senior executive.

If you are a detail-oriented professional who thrives in a dynamic, fast-paced environment and is passionate about supporting the leadership in a growing company, we would love to hear from you!