Executive Assistant to CEO/MD at Montaigne Place

Job summary

• Provide secretarial and administrative support to the office of the Managing Director for efficiency and results

Responsibilities

• Create and maintain structured filing system for easily filing and retrieval of corporate documents, records, and reports
• Open, read, analyze and sort incoming documents; such as memos, proposals, submissions, and reports, faxes and email, to determine their significance and recommend scope of distribution within Management team
• Facilitate inward and outward correspondence of invoices, reports, memos, letters, financial statements and other documents between the Managing Director’s office and Heads of Departments
• Manage, screen and log Managing Director’s telephone calls and messages to minimize disruptions or distractions to ongoing tasks or appointments of the Managing Director
• Prepare draft and obtain sign off to prepare final copies of correspondence in response to routine or ad hoc inquiries about the company business activities, products or services
• Time/Itinerary/Customers Management
• Manage and maintain Managing Director’s calendar to ensure comprehensive capture of official and private work and meeting schedules with no conflicts of dates or time
• Prepare agendas, make necessary logistics and administrative arrangements and ensure documentation of minutes for all meetings involving Managing Director
• Make local and international travel arrangements for the Managing Director and facilitate timely drop-offs and pick up at designated locations
• Meet with visitors of the Managing Director and screen visitors to control their access to minimize disruption to activities and manage time
• Maintain comprehensive rolodex or database of names, contact addresses, telephone numbers, email address etc of all stakeholders
• Supervise and direct the activities of janitors for regular and thorough cleaning of the corporate office
• Perform general office duties such as ordering supplies, maintaining systems for managing corporate documents and records, and performing basic bookkeeping work
• Maintain petty cash system to withdraw and retire money for purchases made for the Managing Director Office
• Key Performance Indicators
• Frequency of calendar conflicts
• Accuracy in preparing documents
• Timeliness in attending/responding to written correspondence e.g. Invitations, proposals
• Effectiveness and efficiency rate of organizing meetings
• Effectiveness of the filing system

Qualifications and Requirements

• Minimum of Bachelor’s degree
• Minimum of 3-4 years cognate experience as an executive personal assistant
• Office administration knowledge
• Customer service knowledge
• Administrative and clerical procedures and systems knowledge
• Communication skills
• Computer Proficiency( MS packages)
• Excellent organization & coordination skill
• General managerial / administration skill
• Time management