Executive Assistant To Managing Director

ABOUT ROLE:

The Executive Assistant to the Managing Director will act as a strategic partner, providing administrative, operational, and project management support. The role requires advanced IT skills, effective coordination with various departments, and proficiency in preparing and summarizing critical documents such as contracts, reports, and presentations. This position plays a pivotal role in ensuring the MD's office operates efficiently, handling confidential matters with professionalism and discretion.

KEY ACCOUNTABILITIES:

1. Administrative Support:

• Manage the MD's calendar and appointments

• Screen and prioritize emails, calls, and correspondence.

• Ensure timely follow-ups on tasks and commitments made by the MD.

2. IT Skills & Document Preparation:

• Use advanced tools (MS Office Suite, collaboration platforms like SharePoint, and document management systems) for preparing reports, presentations, and spreadsheets.

• Design dashboards and templates for tracking key metrics.

• Ensure proper version control, formatting, and archiving of all documentation.

3. Coordination Across Departments:

• Liaise with various departments to gather updates, data, and inputs for the MD's decision-making.

• Facilitate effective inter-departmental communication and resolve coordination issues.

• Track progress on strategic initiatives and escalate delays or bottlenecks.

4. Document Review & Brief Preparation:

• Review, summarize, and highlight key aspects of contracts, agreements, and other legal/financial documents.

• Prepare executive summaries, briefings, and decision-support documents for the MD.

• Maintain confidentiality while handling sensitive information.

5. Process Improvement:

• Identify opportunities to streamline workflows within the MD's office.

• Implement tools and best practices to improve documentation and communication efficiency.

QUALIFICATION AND EXPERIENCE:

• Bachelors degree in Business Administration (Master's preferred).

• 5+ years of experience in an executive support, coordination, or project management role.

• Exposure to working in a fast-paced, high-stakes environment.

• Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint).

• Experience with collaboration tools (e.g., Microsoft Teams, Zoom, etc).

• Familiarity with contract/document management software and ERP/CRM systems is a plus.

• Strong organizational and multitasking abilities.

• Exceptional written and verbal communication skills.

• High emotional intelligence and ability to manage relationships at all levels.

• Discretion and the ability to handle confidential matters.

KEY COMPETENCIES:

• Analytical Thinking: Ability to review and interpret complex data and documents.

• Attention to Detail: Ensure accuracy and thoroughness in all tasks.

• Proactivity: Anticipate needs and address them in a timely manner.

• Flexibility: Adapt to rapidly changing priorities and work under tight deadlines.

WHATS TO OFFER:

• Competitive salary and benefits.

• Exposure to diverse legal challenges within the energy sector.

• Opportunity to work with a dynamic and innovative team.

• Exposure to high-level decision making processes