Job Overview
- Proactively manage the MD’s calendar, including scheduling, rescheduling, and coordinating internal and external meetings, appointments, and events to ensure optimal time utilization.
- Organize and coordinate all aspects of domestic and international travel, including flights, accommodation, visas, transportation, and detailed itineraries.
- Act as the first point of contact for the MD—screening and prioritizing phone calls, emails, and messages, responding or escalating as appropriate.
- Answer and route calls professionally, take accurate messages, and greet visitors courteously on behalf of the MD.
- Prepare, format, and proofread reports, presentations, agendas, minutes of meetings (MOMs), and briefing documents with attention to detail and deadlines.
- Maintain paper and electronic filing systems, records, and documents for easy retrieval and compliance.
- Draft professional and routine correspondence including emails, memos, and letters, ensuring clarity and accuracy.
- Manage incoming and outgoing mail, couriers, and packages addressed to or from the MD’s office.
- Liaise effectively with internal departments, senior management, clients, partners, vendors, and board members to ensure smooth communication and task execution.
- Organize and support executive meetings, business reviews, and events, including logistics, documentation, coordination, and follow-up on action items.
- Monitor deadlines and progress for projects and assignments led by the MD, ensuring timely delivery and follow-through.
- Conduct research, gather data, and compile information to support business planning, performance reviews, and decision-making.
- Manage and reconcile MD’s expense claims, travel reimbursements, and petty cash according to company policies.
- Maintain confidentiality of sensitive business documents, discussions, and strategies at all times.
- Provide proactive administrative, logistical, and operational support.
- Ensure the smooth running of the MD’s office by managing office supplies, coordinating with Admin, IT, and Facilities teams.
- Schedule and send reminders for meetings, events, and critical activities, ensuring the MD is fully prepared.
- Build and maintain strong working relationships across departments and external networks on behalf of the MD.
- Assist in managing specific projects or initiatives assigned by the MD, including progress tracking and coordination.
- Maintain updated directories, contact lists, and databases relevant to the MD’s work and network.
- Take initiative to identify and resolve administrative, scheduling, or communication issues independently.
- Exceptional verbal and written communication skills.
- Strong interpersonal skills for effective interaction with stakeholders at all levels.
- Excellent organizational and multitasking abilities.
- High attention to detail and accuracy in all tasks.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other common office software.
- Strong typing skills with accuracy and speed.
- Effective time management and ability to meet deadlines consistently.
- Ability to maintain confidentiality and handle sensitive information with integrity.
- Problem-solving and decision-making skills in a fast-paced environment.
- Ability to work independently and take initiative with a proactive mindset.
- Dependability and punctuality in day-to-day responsibilities.
- Basic understanding of office administration practices and document handling.
- Professional appearance and business etiquette.
- Flexibility and adaptability to handle changing priorities and urgent tasks.
- Fluent in English and at least one regional language (preferred).
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