Executive Assistant to the MD

Yesterday

Job Description

The executive assistant to the managing director (MD) will provide high-level, confidential and administrative support to the office of the MD.
His/her duties may be clerical, administrative and project-based and include scheduling travel, arranging meetings, handling information requests, preparing reports and correspondence and liaising with board members.
This position is often privy to confidential information and as such, requires diplomacy and discretion.
In a nut shell the role provides an efficient and responsive administrative, organizational, and logistical service to the MD, helping him to manage and prioritize his time.

Desired Skills & Experience

Essential responsibilities and duties may include, but are not limited to, the following:
Assist MD in conducting daily, Weekly, monthly, quarterly, & annual reviews of tasks and correspondences.
Filter emails, highlight urgent correspondence and print attachments.
Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc.
Conduct weekly diary meetings with the MD to discuss upcoming engagements, invitations and other requests.
Schedule on behalf of the MD meetings between him and his direct reports and the committees and groups to which he is a member.
Coordinate travel and accommodation requirements in connection with Admin unit and ensure arrangements are in place for the MD to match his requirements.
Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MD.
Prepare correspondence on behalf of the MD, including the drafting of general replies.
Keep and retrieve files for the MD as at when needed.

Experience:

Demonstrable experience in an administration/executive assistant/PA role in a highly pressurized environment requiring tact, judgement and discretion in handling internal and external contacts (essential).
Experience of diary management/researching and booking of travel and accommodation (essential).
Experience of successfully working with senior management (essential).Knowledge:
Must be proficient with the keyboard and IT applications (this may be tested during the selection process).
Expert level in the use of Outlook.
Intermediate level in the use of Word, Excel and PowerPoint.

Skills (all essential)

Excellent organizational skills, ability to multi-task and organize others.
Excellent oral and written communication skills and ability to professionally represent the MD’s office..
Ability to work under pressure and be flexible as part of a small team.
Attention to detail and deadlines.
Ability to filter information and assess priorities.
Ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances.
Ability to prioritize and manage own workload amid conflicting demands and busy work periods.
Ability to think ahead and anticipate needs before they arise.
Ability to exercise discretion in dealing with confidential or sensitive matters.
Confident and able to work with own initiative and with limited supervision.

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