Position Title: Personal Assistant to Managing Director

Job Description:

Role Overview:

As the Personal Assistant to the Managing Director (MD), you will be responsible for providing comprehensive administrative and secretarial support to ensure the smooth and efficient running of the MD's office. You will act as the primary point of contact between the MD and internal/external stakeholders, managing communications, schedules, and priorities effectively.

Key Responsibilities:

1. Calendar Management:

• Efficiently manage the MD's calendar, scheduling appointments, meetings, and travel arrangements.
• Prioritize and organize meetings, ensuring the MD's time is optimized.

1. Communication Management:

• Screen and manage incoming calls, emails, and correspondence for the MD.
• Draft, edit, and proofread correspondence, reports, and presentations on behalf of the MD.

1. Stakeholder Liaison:

• Act as a liaison between the MD and internal/external stakeholders, ensuring effective communication and follow-up on action items.
• Coordinate meetings, agendas, and materials for internal and external meetings.

1. Travel Coordination:

• Arrange travel logistics including flights, accommodation, and transportation for the MD and accompanying parties as required.
• Prepare travel itineraries and ensure all arrangements are in place for a smooth travel experience.

1. Administrative Support:

• Provide general administrative support such as filing, record-keeping, and expense management for the MD.
• Handle sensitive and confidential information with discretion and professionalism.

1. Special Projects:

• Assist the MD in various special projects, research tasks, and ad-hoc assignments as required.
• Conduct background research and prepare briefing materials for meetings and events.

1. Office Management:

• Oversee the smooth operation of the MD's office, including maintaining office supplies, equipment, and facilities.
• Coordinate with relevant departments to ensure the MD's office is well-supported.

Requirements:

• Proven experience as a Personal Assistant or Executive Assistant, preferably supporting senior executives or C-suite level management.
• Exceptional organizational and time management skills with the ability to multitask and prioritize workload effectively.
• Strong communication skills, both written and verbal, with a professional and courteous demeanor.
• Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment and software.
• High degree of discretion and confidentiality in handling sensitive information.
• Ability to work independently with minimal supervision, while also being a team player.
• Flexibility to adapt to changing priorities and work in a fast-paced environment.
• Bachelor's degree or equivalent qualification preferred.

This job description outlines the primary responsibilities and requirements for the role of Personal Assistant to the Managing Director. Additional duties may be assigned as needed to support the needs of the MD and the organization.