Executive Assistant To Managing Director

Roles and Responsibilities

1. Correspondence and documentation

• Draft, proofread, and format letters, emails, memos, notices, and official communication on behalf of the Managing Directors
• Prepare presentations, reports, meeting notes, and minutes of meetings (MoM)
• Maintain confidential records, both physical and digital

2. Calendar and schedule management

• Manage and prioritise the MDs' daily, weekly, and monthly calendars
• Schedule and reschedule meetings, calls, and appointments, resolving conflicts proactively
• Send timely reminders and prepare briefing notes before meetings

3. Interdepartmental coordination

• Act as the point of contact between the MDs and department heads
• Follow up on action items, deadlines, and pending approvals
• Collect and consolidate updates and MIS reports from departments for the MDs' review

4. Travel and logistics

• Plan and book flights, trains, hotels, and local transport
• Prepare detailed itineraries and handle visa or travel documentation where required
• Process travel expense claims and reimbursements

5. Meeting and event support

• Organise board meetings, review meetings, client meetings, and internal events
• Arrange venues, refreshments, and materials, and coordinate virtual meeting setups
• Handle visitor and guest reception for the MDs' office

6. Confidential and administrative support

• Handle sensitive information with strict discretion
• Screen calls, emails, and visitors, and manage the MDs' priorities
• Manage office supplies, vendor coordination, and invoice or bill follow-ups for the MD's office

7. Other duties

• Support special projects and ad hoc tasks assigned by the MDs
• Assist with personal administrative tasks where required (appointments, bookings, reminders)

Key Skills and Requirements

• Excellent written and verbal communication, with strong letter drafting skills
• Proficiency in MS Office (Word, Excel, PowerPoint) and Outlook or Google Calendar
• Strong organisation, time management, and multitasking ability
• High level of professionalism, integrity, and confidentiality
• Ability to work independently and handle pressure and tight deadlines
• Prior experience supporting senior management or directors is preferred

Qualification

• Graduate in any discipline (a PA or secretarial certification or MBA is an added advantage)