Executive Assistant at Excel and Grace Consulting

Job Description

• The Executive Assistant provides high-level administrative support to the Managing Director, ensuring the efficient and effective operation of the MD's office.
• This role requires exceptional organizational skills, discretion, tact, and the ability to manage complex schedules and prioritize tasks in a fast-paced environment. 
• The Executive Assistant acts as a key point of contact for the MD, interacting with internal and external stakeholders at all levels.

Key Responsibilities

• Proactively manage the MD's complex and ever-changing calendar, including scheduling appointments, meetings, and travel arrangements. Anticipate potential conflicts and prioritize appointments effectively.
• Coordinate all travel logistics for the MD, including booking flights, accommodations, transportation, and preparing detailed itineraries. Manage visa applications and other travel documentation as needed.
• Serve as the primary point of contact for the MD, screening calls, emails, and correspondence. Draft and prepare correspondence, reports, presentations, and other documents on behalf of the MD. Communicate effectively with internal and external stakeholders, maintaining a professional and courteous demeanor.
• Prepare meeting agendas, gather relevant materials, and ensure the MD is well-prepared for all meetings. Take accurate minutes during meetings and distribute them promptly.
• Assist with special projects as assigned by the MD, including research, data collection, and project coordination. Track project progress and ensure deadlines are met.
• Manage the MD's expenses, including processing expense reports, tracking receipts, and reconciling credit card statements.
• Maintain the highest level of confidentiality regarding sensitive information and matters pertaining to the MD's office and the company.
• Oversee the smooth operation of the MD's office, including managing supplies, maintaining files, and ensuring a professional and organized work environment.
• Build and maintain strong relationships with internal and external stakeholders, acting as a liaison between the MD and others.
• Manage access to the MD, prioritizing requests and ensuring the MD's time is used effectively.

Qualifications

• Bachelor's Degree in Business Administration, Communications, or a related field preferred.
• Proven experience as an Executive Assistant, preferably supporting C-level executives.
• Exceptional organizational, time management, and prioritization skills.
• Excellent communication skills (written and verbal).
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Ability to handle multiple tasks simultaneously and meet deadlines in a fast-paced environment.
• High level of discretion and confidentiality.
• Professional and polished demeanor.
• Males are required for gender balance.