Personal Assistant to Managing Director

Responsibilities

● Calendar Management & Scheduling:

-Manage and maintain the calendar of assigned executives, scheduling

appointments, meetings, and travel arrangements.

-Proactively identify scheduling conflicts and propose alternative solutions.

- Ensure timely communication and reminders for all scheduled events.

● Communication & Correspondence:

- Manage email and phone inquiries, effectively screening calls, prioritizing

messages, and directing them to the appropriate individuals.

- Draft and proofread professional correspondence, including emails, letters, and

presentations, ensuring clarity, accuracy, and adherence to company style guides.

● Travel Arrangements & Logistics:

-Make travel arrangements for assigned executives, including booking flights, hotels,

and ground transportation.

- Manage travel itineraries, visas, and other necessary documentation.

- Provide logistical support during travel, such as restaurant reservations and activity

coordination.

● Office Management & Administration:

- Maintain a well-organized and efficient office environment, including ordering office

supplies and equipment.

- Coordinate with vendors and service providers to ensure timely delivery and

high-quality service.

- Prepare meeting materials and presentations according to executives' instructions.

● Project Support:

- Assist executives with ongoing projects by providing research, data collection, and

administrative support.

- Manage deadlines and follow up on tasks to ensure project completion on time and

within budget.

Qualifications

● Bachelor's degree in Business Administration, Office Administration, Engineer, Phycology, Communication or a related field

(preferred).

● Minimum 3+ years of experience as a Personal Assistant or Secretary, with a proven track

record of providing exceptional administrative support in a fast-paced environment.

● Strong organizational and time management skills with the ability to prioritize effectively

and meet tight deadlines.

● Excellent communication, interpersonal, and negotiation skills, with a professional and

courteous demeanor.

● Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google

Workspace.

● Ability to maintain confidentiality and discretion in all work-related matters.

● A keen eye for detail and a proactive approach to problem-solving.

● Adaptability and a willingness to learn new skills and technologies.