Personal Assistant (PA) to the Managing Director (MD)

Posted : 2024-11-23
Closing : 2024-12-15
Position Scope

The Personal Assistant (PA) to the Managing Director (MD) will provide high-level administrative and operational support to ensure the efficient management of the MD's office. The PA will act as the primary point of contact for internal and external stakeholders, managing schedules, communications, and confidential matters with professionalism and discretion.

Job Description

1. Administrative Support

  • Manage and maintain the MD's schedule, including meetings, appointments, and travel arrangements.
  • Organize and coordinate events, conferences, and business meetings.
  • Prepare agendas, meeting minutes, and follow-up action plans for meetings.
  • Handle correspondence (emails, letters, and calls) on behalf of the MD.
  • Manage office filing systems, both digital and physical, ensuring quick access to required documents.

2. Communication and Liaison

  • Serve as the first point of contact between the MD and internal/external stakeholders.
  • Screen, prioritize, and route inquiries and requests to the MD.
  • Draft and proofread correspondence, reports, and presentations for the MD.
  • Coordinate communication with senior executives, clients, and board members.

3. Project and Task Management

  • Assist in managing key projects and initiatives, tracking progress and deadlines.
  • Research and compile information for reports or decision-making.
  • Monitor and follow up on delegated tasks to ensure deadlines are met.

4. Confidentiality and Discretion.

  • Handle sensitive and confidential information with utmost discretion.
  • Ensure compliance with organizational policies and procedures.

5. Office Management

  • Oversee office supplies, equipment, and other resources required for the MD's operations.
  • Coordinate with other departments to ensure seamless operations.

6. Travel Coordination

  • Arrange domestic and international travel, including flights, accommodations, and itineraries.
  • Ensure the MD's travel arrangements are optimized for efficiency and comfort.

Requirements

Attributes

  • Proactive and detail-oriented.
  • Trustworthy and reliable.
  • Flexible and adaptable to changing priorities.
  • Strong interpersonal skills and ability to build relationships at all levels.

Qualifications

  • Bachelor's degree in Business Administration, Management, or a related field (preferred).
  • At least 5 years of experience as a Personal Assistant or Executive Assistant, preferably supporting senior executives

Skills

Excellent organizational and multitasking abilities. Strong written and verbal communication skills. Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook). High level of professionalism and discretion. Exceptional problem-solving and decision-making skills. Ability to work independently and under pressure.