Executive Assistant to the Managing Director at Ingryd Academy

Responsibilities

• Efficiently manage the Managing Director's calendar, including scheduling appointments, meetings, and conference calls; monitor deadlines, follow up on action items, and ensure timely completion of tasks to support executive objectives.
• Coordinate comprehensive travel arrangements and accommodations for business trips and events, ensuring smooth logistics and timely arrangements.
• Serve as the primary point of contact for the Managing Director, screening and managing incoming calls, emails, and inquiries; represent the Managing Director and the organization with professionalism and integrity in all interactions.
• Draft, proofread, and edit correspondence, presentations, and reports on behalf of the Managing Director with accuracy and professionalism.
• Organize and coordinate meetings, conferences, and events attended by the Managing Director, handling all logistics; prepare meeting agendas, presentations, and supporting materials to ensure participants are well-informed and prepared.
• Maintain and organize electronic and physical files, documents, and records related to the Managing Director's activities and projects, ensuring timely retrieval and accessibility.
• Cultivate and maintain positive relationships with internal and external stakeholders, including staff, clients, partners, and vendors; liaise with various departments and teams to facilitate communication and collaboration.
• Assist the Managing Director in preparing for meetings, presentations, and strategic initiatives by conducting research and providing relevant information and insights.
• Provide administrative support to the Managing Director's office, including managing office supplies and general clerical duties; handle ad-hoc tasks and special projects with flexibility and adaptability.
• Maintain absolute confidentiality and discretion in handling sensitive information, documents, and communications; exercise sound judgment and adhere strictly to organizational policies and procedures.
• Identify opportunities for process improvement and efficiency within the Managing Director's office, proposing and implementing solutions as appropriate; stay updated on industry trends and tools relevant to executive support.

Qualifications / Requirements

• Bachelor’s degree, HND, or equivalent professional qualification.
• Proven, verifiable experience working as an Executive Assistant supporting C-suite executives or Managing Directors.
• Technical proficiency and skilled in executive office software, e.g. MS Office (Word, Excel, PowerPoint) and professional email, calendar communication tools, and others
• Exceptional organizational and time management skills, with a demonstrated ability to prioritize tasks and handle multiple assignments simultaneously.
• Strong attention to detail, accuracy, and professional maturity.
• Excellent verbal and written communication skills, with a talent for clear, direct, and clichéd-free presentation.
• Proven ability to maintain absolute confidentiality and exercise sound discretion regarding sensitive organizational data.
• Strong problem-solving skills, adaptability, and a proactive approach to supporting executive workflows.