Executive Assistant at Norrenberger Financial Group

Job Summary

The Executive Assistant to the Managing Director (MD) will be responsible for performing a variety of administrative and office support tasks to ensure the efficient operation of the organization. The role requires excellent organizational skills, discretion, and the ability to manage multiple responsibilities in a fast-paced environment.

Job Details

• Provide comprehensive administrative support, including preparing and reviewing emails, drafting memos, and handling communications on behalf of the MD.
• Screen and prioritize incoming calls, exercising discretion in handling sensitive information.
• Proactively coordinate, monitor, and manage the MD’s appointments and diary, prioritizing critical matters and ensuring smooth scheduling.
• Arrange and oversee complex domestic and international travel plans.
• Maintain a professional reception area, ensuring efficient telephone and mail communications internally and externally.
• Handle document management tasks, including transcription, proofreading, filing, organizing, scanning, copying, and faxing.
• Manage the MD’s personal itinerary, including scheduling meals and refreshments, coordinating personal visits, and managing family celebrations and events.
• Oversee the efficient operation of the MD’s office, ensuring adherence to approved budgets and maintaining adequate office supplies and equipment.
• Process invoices and expense claims for the MD, ensuring compliance with policies and timely processing.
• Collate and analyze data to prepare reports, presenting findings, analyses, and actionable recommendations to the MD.
• Address information requests, collaborate on projects, and produce statistical and ad hoc reports to support the MD's goals.
• Conduct market and industry research, maintaining a robust database of relevant data for strategic use.
• Foster a culture of excellent customer service in alignment with the MD’s objectives.
• Support officers in organizing and coordinating internal and external meetings or events, ensuring seamless execution.
• Record and distribute minutes of meetings as needed.
• Safeguard clients’ and organizational confidentiality at all times.
• Lead and coordinate ad hoc projects and initiatives as assigned by the MD.

Requirements

• Bachelor’s degree in Business Administration, Management, or a related field.
• Proven experience as an Executive Assistant or in a similar role supporting senior executives.
• Excellent organizational and time management skills with a keen attention to detail.
• Strong verbal and written communication abilities.
• Ability to manage sensitive information with discretion and professionalism.