Executive/Personal Assistant at Vantegral Consulting

Job Summary

The Assistant to the Managing Director is a strategic role that provides direct support to the Managing Director of Manufacturing and Production. The assistant will primarily be responsible for facilitating communication between the Managing Director and other staff members, overseeing projects, preparing reports, and assisting in decision-making processes.

Key Accountabilities

Strategic Planning

• Assisting the Managing Director in formulating strategic plans, ensuring they align with company objectives.
• Coordinating and participating in strategic initiatives and projects.
• Drafting, editing, and preparing reports, documents, and presentations for the Managing Director.

Report Generation

• Drafting, editing, and preparing reports, documents, and presentations for the Managing Director.

Data Management

• Creating and maintaining efficient systems for data management.

Meeting Preparation

• Assisting in preparing for meetings, including note-taking and agenda distribution.
• Follow up on actions arising from meetings and discussions.

Decision-Making Assistance

• Helping in the decision-making process by providing relevant research and insights to the Managing Director.

Performance Monitoring

• Assisting in tracking and monitoring the performance of all departments within the company.

Confidentiality

• Maintaining strict confidentiality regarding sensitive matters.
• Acting as a liaison between the MD and other organizational units and stakeholders.
• Updating MD on critical information as it arises, tracing project processes, and ensuring that milestones are achieved.
• Handling any other tasks assigned by MD.

Project Management

• Ensuring all assigned projects are completed within specified timelines and up to relevant standards.

Key Performance Indicators

Strategic Planning

• Assist in the development of at least 2 strategic plans every quarter that increase efficiency or productivity by a measurable 15%.

Report Generation

• Timely generation and submission of 100% of required reports, presentations, and documents each month.
• Reducing report-related errors by 20% over a rolling 12-month period.

Project Management

• Successfully coordinate and complete 100% of assigned projects within specified deadlines while maintaining high quality, as measured by feedback from the Managing Director and other stakeholders.

Meeting Preparation

• Rate of accuracy in customs documentation, measuring the precision in preparing and submitting required paperwork for clearance.

Data Management

• Achieve a 25% improvement in data management efficiency by implementing or improving existing systems by the end of Q2 2024.

Performance Monitoring

• Improve the process of tracking and monitoring departmental performance by 20% as measured by the timeliness and accuracy of performance data collected annually.

Confidentiality

• Maintain 100% compliance with company confidentiality protocols, with zero instances of unauthorized disclosure.

Decision-Making Assistance

• Contribute to decision-making processes such that 80% of the decisions supported result in positive outcomes, as perceived by the Managing Director over a 6-month period.

Qualifications

• Minimum of a Bachelor’s degree.