Job Summary
We are seeking a highly organised, proactive, and trustworthy Executive Assistant to the Managing Director to provide high-level administrative, operational, and coordination support to the MD.
The successful candidate will serve as a key support to the MD, helping to manage his schedule, follow up on assignments, coordinate information across departments, assist with procurement and business-related activities, and ensure that matters requiring the MD’s attention are properly tracked and followed through.
The role requires excellent organisational skills, discretion, attention to detail, good numerical ability, and the ability to work independently in a fast-paced environment.
Key Responsibilities
Manage the MD’s calendar, appointments, meetings, and schedules.
Prepare meeting agendas, documents, reports, presentations, and other materials required by the MD.
Take accurate minutes and track action points from meetings to ensure timely follow-up.
Follow up with Managers and departmental heads on assignments and deliverables as directed by the MD.
Provide the MD with updates on outstanding tasks, deadlines, and departmental matters.
Assist with procurement activities, including sourcing suppliers, obtaining quotations, comparing prices, and following up on purchases.
Support the MD with basic financial analysis, calculations, cost comparisons, and other numerical tasks.
Conduct research and provide relevant information to support the MD’s decision-making.
Coordinate communication between the MD and internal/external stakeholders.
Assist in monitoring operational activities across the Company’s business units as directed.
Maintain proper documentation and filing of confidential correspondence and business information.
Accompany the MD on official trips and business engagements when required.
Handle sensitive and confidential information with a high level of discretion.
Perform other duties as may be assigned by the Managing Director.
Key Performance Indicators (KPIs)
Timely and accurate completion of assignments delegated by the MD.
Effective management of the MD’s schedule and appointments.
Timely follow-up and closure of assigned action points.
Accuracy of reports, documents, calculations, and information provided.
Effective coordination of procurement activities.
Timely provision of requested information and research.
Proper handling and confidentiality of sensitive information.
Quality and timeliness of communication with internal and external stakeholders.
Requirements
Bachelor’s Degree in Business Administration, Accounting, Economics, Management, or a related field.
2–3 years’ experience as an Executive Assistant, Personal Assistant, Administrative Officer, or in a similar role.
Strong numerical and analytical skills.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office tools, particularly Word, Excel, and PowerPoint.
Excellent organisational and time-management skills.
Ability to manage multiple tasks and meet deadlines.
Strong follow-up and coordination skills.
High level of integrity, discretion, confidentiality, and professionalism.
Ability to work independently and exercise sound judgement.
Willingness to travel occasionally when required.
Male candidates are preferred for this role.