Acting as a key member to serve as the liaison between HODs and executives to Assistant General Manager and Managing Director, the Executive Assistant is responsible for assisting MD with communication, coordination, scheduling, organization and administrative tasks day-to-day functions and operations.
Calendar and email management
· Manage the MD’s calendar, scheduling appointments, meetings, and travel arrangements.
· Monitor and prioritise emails, drafting responses or redirecting as necessary.
· Screen and direct phone calls and distribute correspondence
· Advised of time-sensitive and priority issues, ensuring appropriate follow-up with action on matters which fall within the MD and AGM’s responsibility.
· Manage office Communication
· Manage a variety of information, use appropriate office communication tools to prepare and maintain the information accurately either on paper or electronic files.
· Handle sensitive and confidential information with the utmost discretion and professionalism.
Meeting coordination
· Prepare agendas, materials, and presentations for meetings, ensuring that all relevant documents are distributed in a timely manner.
· Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries. Follow up on action items.
· Maintain confidentiality regarding business strategies, financial information, and personnel matters.
Communication liaison
· Serve as the primary point of contact for internal and external stakeholders, screening calls and inquiries, and providing information or redirecting as appropriate.
· Coordinate communication between the Assistant General Manager and MD with other departments, ensuring timely dissemination of information.
Document management
· Organise and maintain electronic and physical filing systems, ensuring that documents are easily accessible and up-to-date.
· Prepare and proofread correspondence, reports, and presentations as needed.
Project support
· Assist the MD and Assistant General Manager in tracking and monitoring project timelines, milestones, and deliverables.
· Coordinate with cross-functional teams to gather information, compile data, and facilitate project progress.
Educational & Professional Qualifications
· Diploma in Business Administration, Office Management, or related field.
Relevant Experience
· Proven experience as an Executive Assistant or similar role, supporting senior executives or managers.
· Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools.
· Familiarity with online collaboration tools, project management software, and cloud storage platforms.
Personal Characteristics & Behaviours
· Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
· Strong written and verbal communication skills, with a keen eye for detail and accuracy.
· Ability to maintain professionalism and composure under pressure, while handling multiple tasks simultaneously.
· Discretion and integrity in handling confidential information.
· Flexibility and adaptability to changing priorities and business needs.
· Resourcefulness and creativity in finding solutions to challenges or obstacles.
· Ability to anticipate potential problems and proactively address them.
· Diplomacy and tact in handling sensitive situations or difficult conversations.
· Collaborative mindset to work effectively as part of a team.
· Flexibility to handle unexpected tasks or assignments as they arise.
· Ability to work effectively in a dynamic and fast-paced environment.
· Professional demeanour and appearance in representing the MD and Assistant General Manager, and the company.
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