The successful candidate will work closely with the Managing Director to manage daily schedules, correspondence, meetings, travel, projects, and communications. The role requires excellent coordination skills and the ability to work effectively with senior management, internal departments, external stakeholders, and employees while handling confidential and sensitive information with the highest level of discretion.
The ideal candidate should be capable of anticipating requirements, managing competing priorities, following up on commitments, and ensuring that the Managing Director’s time and responsibilities are managed efficiently.
Manage the Managing Director’s daily schedule, appointments, meetings, engagements, and commitments.
Proactively manage a complex and dynamic calendar and prioritize competing meeting requests.
Monitor deadlines, commitments, and follow-up actions to ensure timely completion.
Keep the Managing Director informed of important, urgent, and priority matters.
Maintain work plans, projects, responsibilities, and key commitments.
Act as a key liaison between the Managing Director, employees, senior management, departments, clients, visitors, and external stakeholders.
Screen and manage telephone calls, visitors, emails, correspondence, and other communications.
Coordinate communication and workflow across Sales, Marketing, Finance, Accounts, Operations, and other departments.
Handle routine enquiries professionally and ensure appropriate follow-up.
Maintain professional relationships with internal and external stakeholders.
Schedule management, strategic, departmental, and review meetings.
Coordinate Strategic Management Group meetings, Monthly Review Meetings, and other executive meetings.
Prepare agendas, presentations, reports, and supporting documents.
Arrange meeting rooms, catering, travel, and accommodation where required.
Attend meetings when required and prepare minutes, summaries, and action points.
Monitor and follow up on agreed actions.
Arrange domestic and international travel for the Managing Director.
Coordinate flights, accommodation, ground transportation, meeting schedules, and itineraries.
Manage travel documentation and visa-related requirements where applicable.
Coordinate travel arrangements for external participants attending key meetings and events.
Draft correspondence, letters, emails, reports, and other documents for review and approval.
Prepare PowerPoint presentations, reports, spreadsheets, tables, charts, and meeting materials.
Compile information from internal and external sources.
Conduct basic research and present information in appropriate formats.
Proofread documents and ensure accuracy, consistency, and professional presentation.
Maintain electronic and physical filing systems.
Handle printing, scanning, copying, mailing, filing, and other administrative activities.
Maintain contact databases, mailing lists, directories, and records.
Maintain organized records of correspondence, meetings, projects, and commitments.
Handle confidential and sensitive documents appropriately.
Assist the Managing Director with project planning, monitoring, prioritization, and follow-up.
Coordinate projects and initiatives across multiple departments.
Track project milestones, deliverables, deadlines, and outstanding actions.
Coordinate with stakeholders to ensure timely progress and completion.
Assist with special projects, research, reports, presentations, and management assignments.
Prepare, process, reconcile, and submit expense claims for the Managing Director.
Maintain accurate records of business-related expenditure.
Monitor expenditure against approved budgets and organizational guidelines.
Coordinate with Finance and Accounts regarding expense claims and payments.
Maintain supporting documentation for expenses and financial records.
Maintain strict confidentiality regarding business, financial, legal, personnel, strategic, and other sensitive information.
Exercise discretion, professionalism, maturity, and sound judgment.
Ensure confidential information is shared only with authorized individuals.
Handle sensitive matters with tact and diplomacy.
Undertake special projects and assignments as directed by the Managing Director.
Support organizational events, team meetings, retreats, and management activities.
Provide secretarial and administrative support to other executives or departments when required.
Perform other administrative and coordination duties assigned from time to time.
The ideal candidate will be:
Highly organized, structured, and detail-oriented.
Proactive and capable of anticipating the Managing Director’s requirements.
Excellent at managing multiple priorities and working under pressure.
Professional, polished, and confident when interacting with senior stakeholders.
Discreet and trustworthy with the ability to handle confidential information.
Strong in written and verbal communication.
Comfortable coordinating across multiple departments and functions.
Flexible and adaptable to changing schedules and priorities.
Strong in follow-up, time management, and task coordination.
Able to work independently with minimal supervision.
Bachelor’s degree or equivalent qualification in Business Administration, Management, Secretarial Studies, or a related field.
3–5 years of experience in executive secretarial, executive assistant, personal assistant, or senior administrative roles.
Previous experience supporting a Managing Director, CEO, Director, or senior executive is highly preferred.
Excellent calendar, meeting, travel, and diary management skills.
Strong proficiency in MS Office – Word, Excel, PowerPoint, and Outlook.
Excellent document preparation and presentation skills.
Strong written and spoken English communication skills.
Ability to prepare professional reports, presentations, spreadsheets, and correspondence.
Strong organizational and coordination abilities.
Ability to maintain confidentiality and exercise sound judgment.
Experience handling domestic and international travel arrangements is preferred.
Opportunity to work closely with senior leadership and gain exposure to strategic business operations.
Professional and collaborative working environment.
Opportunities to work across multiple business functions and departments.
Exposure to strategic projects, management meetings, and organizational initiatives.
Competitive compensation and benefits based on experience and qualifications.
