Job Summary:
The Executive Secretary & Personal Assistant will provide high-level administrative support to the Managing Director and ensure the smooth operation of the executive's office. This role combines the responsibilities of a secretary and a personal assistant, with additional tasks such as lead generation and ad hoc projects. The Executive Secretary & Personal Assistant will be the Managing Director's principal support, acting as the primary point of contact for everyone and spending 90% of their time with the Managing Director.
Responsibilities:
- Executive Support: Manage the Managing Director's calendar, including scheduling meetings, appointments, and travel arrangements. Screen and handle all correspondence, emails, and phone calls on behalf of the Managing Director.
Prepare and edit reports, presentations, and other documents as required.
- Administrative and Clerical Tasks: Handle correspondence, such as emails, phone calls, and mail. Organize and maintain files, both physical and electronic. Ensure the confidentiality and security of sensitive information. Order and maintain office supplies.
- Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and ensuring follow-up on action items. Liaise with attendees to confirm meeting details and logistics.
- Travel Arrangements: Coordinate and book travel, accommodation, and itineraries for business trips. Prepare travel expense reports and ensure all travel-related logistics are managed efficiently.
- Communication Management: Act as the first point of contact for internal and external stakeholders, maintaining professional and effective communication.
Handle confidential and sensitive information with discretion and maintain confidentiality.
- Office Management: Manage and organize the office, ensuring it is tidy and well-organized. Maintain an efficient filing system, both electronic and physical, for easy access to documents. Coordinate maintenance and repairs of office equipment.
- Project and Event Coordination: Assist with the planning and execution of special projects and initiatives led by the Managing Director. Conduct research and prepare briefs or reports on various topics as requested. Assist in the planning and coordination of corporate events, meetings, and functions attended by the Managing Director.
- Liaison Role: Act as the primary point of contact for the Managing Director with all internal and external stakeholders. Ensure timely and accurate dissemination of information and follow-up on pending issues.
- Lead Generation and Ad Hoc Tasks: Assist with lead generation activities, including researching potential clients and maintaining a database of leads.
Handle additional tasks as needed, such as preparing marketing materials, assisting with social media management, or coordinating promotional activities.
- Research and Analysis: Conduct market research to identify trends, competitor activities, and potential business opportunities. Analyze data and prepare reports to support business decisions.
Qualifications:
- Proven experience in an administrative or executive assistant role.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite and other relevant software.
- Ability to handle confidential information with discretion.
- Strong attention to detail and problem-solving skills.
- Flexibility and adaptability to handle a variety of tasks and changing priorities.
- Exceptional interpersonal skills and the ability to build relationships with current or potential clients
- High level of professionalism and emotional intelligence.
- Ability to work independently and take initiative.
- Strong research and analytical skills.
- Ability to multitask and prioritize effectively in a fast-paced environment.
- Knowledge of social media platforms and basic marketing principles.
- Proactive attitude with a strong sense of ownership and accountability.
