Executive Assistant to the Managing Director at Proten

Job Summary

• We are seeking a highly organised, proactive, and discreet Executive Assistant to provide comprehensive administrative and executive support to the Managing Director (MD).
• The successful candidate will be responsible for managing the MD’s schedule, coordinating meetings and travel arrangements, handling correspondence, preparing executive documents, and ensuring effective follow-up on assigned tasks.
• The role also requires managing communication with internal and external stakeholders while maintaining strict confidentiality and ensuring the smooth operation of the MD’s office.

Key Responsibilities

• Manage the MD’s calendar, appointments, recurring tasks, and travel arrangements, ensuring effective scheduling and prioritisation of important matters.
• Manage emails, correspondence, and other communications, responding where appropriate and escalating matters requiring the MD’s attention.
• Screen and handle incoming calls, manage enquiries, and send reminders on pending and overdue tasks.
• Prepare, review, and organise executive documents, reports, memos, presentations, and meeting agendas.
• Coordinate meetings, conference calls, and interviews, including scheduling, preparing agendas, gathering relevant documents, and managing logistics.
• Record meeting minutes, document key decisions, and circulate action points to relevant stakeholders.
• Follow up on agreed actions and ensure assigned tasks are completed within stipulated timelines.
• Draft correspondence, emails, reports, presentations, and other administrative documents.
• Maintain an organised filing system and ensure proper documentation and information management.
• Serve as the primary point of contact between the MD and internal or external stakeholders, ensuring smooth communication and professional engagement.
• Act as a gatekeeper, managing access to the MD’s time and office while ensuring important matters receive appropriate attention.
• Handle sensitive business and personal information with the highest level of confidentiality and discretion.
• Perform other administrative and executive support duties as assigned by the MD.

Requirements

• Bachelor’s Degree in Geology from a recognised institution.
• Minimum of 3 years’ experience in executive assistance, administrative support, or a similar role.
• Previous experience providing direct administrative support to a Managing Director, CEO, or senior executive is an advantage.
• Strong skills in executive administration, calendar management, correspondence handling, and meeting coordination.
• Excellent organisational and time-management skills, with the ability to prioritise multiple tasks effectively.
• Exceptional written and verbal communication skills.
• Proficiency in Microsoft Office Suite and other relevant office productivity tools.
• Ability to handle confidential information and exercise sound judgement and discretion.
• Strong interpersonal, problem-solving, and multitasking abilities.
• Proactive, detail-oriented, and capable of working independently with minimal supervision.

Remuneration

• Benefits: Leave Allowance, 13th-Month Salary, Appraisal Bonuses, Weekly Site Transportation Allowance, and HMO.