Job Description
Job Title: Personal Assistant to the Managing Director.
Reports To: Managing Director (MD)
Job Type: Full-time
Job Overview:
The Personal Assistant (PA) to the Managing Director will provide high-level administrative and personal support to the Managing Director (MD) to ensure smooth and efficient operation of the executive office. The PA will handle variety of tasks including calendar management, correspondence, meeting coordination, travel arrangements, and other essential administrative duties. This role requires an organized, detail-oriented, and proactive individual capable of working independently while maintaining confidentiality and professionalism.
Key Responsibilities:
Administrative Support & Event Coordination:
• Manage the MD’s calendar, schedule appointments, and coordinate meetings, ensuring that all time commitments are met and priorities are aligned.
• Screen and respond to emails and calls on behalf of the MD, ensuring timely and appropriate responses.
• Prepare, organize, and maintain important documents, files, and records for the MD’s review and reference.
• Draft and proofread correspondence, presentations, reports, and other materials as required by the MD.
• Organize and manage the MD’s office, ensuring that all necessary supplies and resources are available.
• Schedule and coordinate internal and external meetings, conferences, and events for the MD, including logistical arrangements (location, invitations, presentations, etc.).
• Prepare agendas, take meeting minutes, and follow up on action items, ensuring deadlines are met and tasks are completed.
• Liaise with key stakeholders (internally and externally) to ensure successful execution of meetings and events.
• Plan and organize domestic and international travel for the MD, including flight bookings, hotel accommodations, transport arrangements, and itineraries.
• Ensure that all travel logistics are well-coordinated and that the MD is kept informed of travel schedules and any changes.
• Coordinate with external vendors, service providers, and family members as needed for personal and professional matters.
• Support the MD with various ongoing projects, ensuring tasks are prioritized and deadlines are met.
• Conduct research, compile information, and prepare reports to assist with decision-making.
Confidentiality & Discretion:
• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Exercise sound judgment and decision-making skills when prioritizing tasks and managing information.
Qualifications & Skills:
Education:
• Bachelor’s degree in Business Administration, Communications, or a related field.
Experience:
• Proven experience as a Personal Assistant, Executive Assistant, or similar role supporting senior-level executives (1-3 years preferred).
Skills:
• Exceptional organizational and time-management skills, with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills, with a professional and polished demeanor.
• Strong proficiency in MS Office (Word, Excel, PowerPoint) and other relevant software tools.
• Ability to work under pressure, multitask, and meet tight deadlines.
• A high degree of professionalism and integrity, with a strong sense of confidentiality.
• Strong interpersonal skills, with the ability to interact with high-level stakeholders and work collaboratively.
• Flexibility and adaptability to manage shifting priorities and changing requirements.
Personal Attributes:
• Proactive and self-motivated with a “can-do” attitude.
• Ability to remain calm and composed under pressure.
• Strong attention to detail and high accuracy in work output.
• Discreet and trustworthy, with the ability to manage confidential information.
• Energetic, driven, and able to anticipate the needs of the MD.
Working Conditions:
• The role may require occasional evening or weekend work depending on the MD’s schedule.
• The PA must be flexible and adaptable to last-minute changes in plans or priorities.
• Some travel may be required.
How to Apply:
Interested candidates should submit their resume and cover letter to recruitmentngltd@gmail.com
