Executive Assistant to Managing Director

Job description

1. Calendar Management: - Maintain the Director's calendar, schedule appointments, meetings, and conferences. - Coordinate with internal and external stakeholders to arrange meetings and manage conflicting priorities 2. Communication: - Handle incoming calls, emails, and other correspondence on behalf of the Director. - Draft responses, prioritize messages, and ensure timely follow-up on important matters. 3. Travel Arrangements: - Organize travel itineraries, book flights, hotels, rental cars, and other transportation as required. - Prepare travel documents and ensure compliance with travel policies and guidelines. 4. Meeting Support: - Assist in preparing agendas, taking minutes, and distributing meeting materials. - Set up conference calls, video conferences, or other virtual meetings as needed. 5. Document Management: - Manage documents, reports, presentations, and other materials relevant to the Director's work. - Format documents, proofread content, and maintain organized filing systems. 6. Administrative Support: - Provide general administrative support such as filing, photocopying, scanning, and data entry. - Process expenses, maintain office supplies, and handle other administrative tasks as required. 7. Project Coordination: - Assist in coordinating special projects or initiatives as assigned by the Director. - Track project deadlines, liaise with team members, and ensure timely completion of tasks. 8. Confidentiality: - Maintain strict confidentiality and discretion when handling sensitive information or dealing with confidential matters.