Executive Assistant to the Managing Director at DynamicPlus Advisory

Overview

• The Executive Assistant is a key position and provides overall support to the MD in managing his activities, reducing his administrative tasks and managing his time more effectively.
• The support provided will include organisation, scheduling, correspondence, travel and expenses, human resources and meetings.
• The individual takes responsibility and ownership of office organisation, project management, deadline compliance and important documents and filing.
• The person will need to maximise the Executive's effectiveness by providing information management support and representing the executive to others.
• Helps with business related activities by ensuring timely reporting, analysis and business meetings are carried out efficiently.

Responsibilities
Organisation:

• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains executive's diary, managing appointments by planning and scheduling meetings, conferences and travel.
• Perform reception duties such as answering phones where necessary
• Maintain a strong working relationship with other relevant departments, including HR IT, Finance and Senior team. Liaise with other staff members on behalf of MD.
• Manages MD email account, where necessary.

Meeting Management:

• Organise and schedule meetings.
• Welcomes guests and customers by greeting them, in person or on the telephone, specific to MD’s list.
• Liaise with clients and business guests visiting the office (banks, suppliers, professional advisors, etc).
• Communicate with Senior Management Team, schedule necessary meetings.
• Prepare meeting agendas, perform research for meetings, and take minutes during meetings
• Manage projects and follow-up with team members where required

Information Management and Filing:

• Maintains confidence and protects operations by keeping information confidential.
• Prepares reports by collecting and analyzing information; carries out effective research on specific projects where needed and instructed.
• Secures information by completing data base backups.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Completes tasks by assigning work to clerical staff; following up on results.
• Handle all expense vouchers for MD, making distinction between personal and business expenses. Prepare MD’s expense reports which need reimbursement from company.
• Handling all administrative related activities in relation to correspondence inwards/outwards, as per MD’s instructions.
• Maintain electronic filing system, ensuring processes and software are up to date and in working order
• Prepare and deliver regular monthly reports, as instructed.

Travel:

• Book business travel arrangements, including flights, transportation, and lodgings for senior management and other staff members.
• Handles all hotel bookings for external business visitors, where needed.
• Handles MD’s personal and family travel arrangements and hotel bookings, both for business and leisure.
• Manages all immigration related matters for personal travel for MD and his family, including visa applications.

Other key activities:

• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Solve simple IT problems and contact the IT department when necessary.
• Provides support to HR on issues discussed with MD.
• HR, and recruitment duties, including on-boarding new staff members and training new employees where necessary.
• Coordination for events.

Qualifications, Desired Skills and Experience

• Proven experience with a minimum of 4 years’ experience as an executive assistant or other relevant administrative support experience.
• In-depth understanding of entire MS Office suite, including Excel, Word, Powerpoint and Outlook.
• A graduate of a reputable tertiary institution
• Ability to organize a daily workload by priorities.
• Must be able to meet deadlines in a fast-paced quickly changing environment.
• A proactive approach to problem-solving with strong decision-making skills.
• Professional level verbal and written communications skills.
• Smart in appearance, represents management in the best light.
• Knowledge of shorthand.