Executive Assistant

Job Code: 348/001/355
Industry: Water Treatment

Job Brief:
The Executive Assistant will provide comprehensive administrative and secretarial support to the Managing Director, ensuring smooth daily operations, effective communication, and efficient time management. This role requires a highly organized, proactive, and detail-oriented professional who can manage multiple responsibilities while maintaining a high level of professionalism and confidentiality.

The ideal candidate will support executive-level operations by coordinating schedules, managing communications, preparing reports and presentations, and assisting with administrative and project-related tasks. The role also involves preparing and maintaining various reports using Excel, ensuring data accuracy, and providing timely updates to the Managing Director and relevant stakeholders.

Job Responsibilities:
Administrative Support

• Manage the Managing Director’s calendar, schedule appointments, and organize meetings to ensure effective time management.
• Coordinate travel arrangements, including flight bookings, hotel accommodations, and travel itineraries.
• Prepare, review, and manage correspondence, emails, reports, and presentations on behalf of the Managing Director.
• Maintain and organize files, records, and confidential documents while ensuring proper documentation and easy retrieval.

Report Preparation and Updates

• Create, manage, and update various reports using Excel, including data analysis, charts, dashboards, and performance summaries.
• Ensure accuracy and consistency of data across all reports, with regular updates and timely sharing with relevant stakeholders.
• Prepare professional presentations and reporting documents for management meetings and business reviews.

Meeting Coordination

• Arrange and coordinate internal and external meetings, ensuring timely preparation of agendas, meeting materials, and documentation.
• Attend meetings when required to take notes, record minutes, and track action items for follow-up.

Communication Management

• Act as the point of contact between the Managing Director and internal or external stakeholders.
• Screen and prioritize incoming calls, emails, and correspondence to ensure efficient communication and timely responses.

Project Assistance

• Assist with special projects, research tasks, and preparation of reports or presentations as directed by the Managing Director.
• Coordinate with various departments to gather required information and support the implementation of management decisions.

Office Management

• Ensure the office environment is well-maintained and properly equipped to support smooth daily operations.
• Handle office-related tasks such as ordering supplies, managing vendor relationships, and maintaining overall office organization.