Executive Assistant to Managing Director

Administrative Support:

• Provide comprehensive administrative assistance to the Managing Director (MD), including managing schedules, coordinating meetings, and organizing travel arrangements.
• Prepare, review, and manage correspondence, reports, and other documents on behalf of the MD.
• Maintain an efficient filing system for the MD's office, ensuring all documents are easily accessible and confidential information is secure.

Meeting Coordination:

• Plan, organize, and coordinate executive meetings, including preparing agendas, taking detailed minutes, and following up on action items.
• Assist in preparing materials for board meetings and other high-level discussions.

Communication Management:

• Handle and prioritize incoming communications, including phone calls, emails, and mail, responding or redirecting as appropriate.
• Serve as the primary liaison between the MD and internal staff, clients, and external stakeholders.

Project Management:

• Assist the MD in overseeing special projects, ensuring they are completed on time and within budget.
• Monitor project progress, prepare status reports, and provide updates to the MD.

Travel and Itinerary Planning:

• Coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries.
• Ensure travel plans are cost-effective and align with the MD’s schedule.

Event Planning:

• Organize and manage corporate events, conferences, and social functions, handling all logistics and guest arrangements.
• Ensure events are executed smoothly and professionally.

Document Management:

• Prepare and edit presentations, reports, and documents for the MD, ensuring they are accurate and professionally presented.
• Maintain and update both electronic and physical files, ensuring all documents are current and well-organized.

Budget and Expense Management:

• Track and manage MD's expense reports and reimbursements.
• Prepare financial reports and assist in budgeting and financial planning.

Research and Analysis:

• Conduct research and gather information on various topics as requested by the MD.
• Analyze data and prepare summaries or reports to aid in decision-making processes.

Relationship Management:

• Develop and maintain positive relationships with key stakeholders, clients, and partners.
• Ensure all interactions are handled with a high level of professionalism and customer service.

Other Duties:

• Handle confidential and sensitive information with the utmost discretion.
• Perform additional duties as assigned by the MD to support the efficiency and effectiveness of the executive office.
• cation.

Skills

• Proven experience as an executive secretary, administrative assistant, or similar role, preferably within the construction industry.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and other office management software.
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Discretion and ability to handle confidential information.
• Strong attention to detail and problem-solving skills.
• Bachelor's degree in business administration or a related field is preferred.