The candidate provides comprehensive administrative support to the Managing Director and plays a vital role in the smooth running of the office operations. The incumbent will handle sensitive and confidential information and documents, prepare external and internal communications, assist in company projects and events, manage the MD's schedule, and ensure effective utilization of project management tools across the head office. This role requires high-level interaction with all levels of internal management and staff as well as outside clients and vendors.Job Responsibilities:
- Provide administrative support to ensure efficient operation of the office. This includes organizing the MD's schedule, managing correspondence, preparing and editing letters, memos, and emails.
- Prepare confidential and sensitive documents ensuring they are accurate, well-structured, and presented professionally. This includes creating presentations or reports as assigned and taking dictation to write correspondence as necessary.
- Conduct comprehensive research as necessary for presentations, reports, and special projects. Present reports for projects as required by the MD, using strong analytical and problem-solving skills.
- Provide support in the organization and execution of company projects and events. This includes contributing to project planning, coordination, and tracking project performance.
- Champion the use of project management tools, specifically Wrike, across the head office and outlet to facilitate project management. Support staff on how to use these tools effectively and monitor their utilization.
- Organize meetings, including arranging logistics, sending reminders, preparing materials, and setting up technology as needed.
- Maintain comprehensive and accurate records, ensuring they are up-to-date and readily accessible when needed.
- Act as the liaison between the MD and other departments, facilitating communication and aiding collaboration.
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- Bachelor's degree in any field
- Minimum of 5 years of proven experience in a similar role, such as an Executive Assistant or Senior Administrative Assistant, ideally within a fast-paced and dynamic environment.
- Previous experience managing projects and utilizing project management tools, specifically Wrike.
- Strong experience in managing schedules, arranging meetings, and preparing documents.
- Experience in conducting research and preparing analytical reports.
- Prior experience handling confidential information with a high degree of integrity and discretion.
- Excellent proficiency in MS Office Suite (Word, Excel, PowerPoint) and project management software (Wrike).
- Exceptional written and verbal communication skills.
- Strong organizational skills with the ability to multi-task.
- Excellent time management skills with a proven ability to meet deadlines.
- High level of discretion for both business and personal affairs.