Personal Assistant to the Managing Director at New Star Metal International Limited (NSMIL)

Job Purpose

• The Personal Assistant to the Managing Director provides comprehensive executive support, focusing on both administrative and financial auditing responsibilities.
• The role involves managing the MD’s day-to-day schedule, facilitating financial reporting, assisting with audits, and ensuring compliance with financial regulations.
• The assistant acts as a key liaison between the MD and internal departments, while also handling personal and business tasks with a high degree of professionalism, confidentiality, and efficiency.

Key Responsibilities
Executive and Administrative Support:

• Manage and organize the MD’s calendar, coordinating professional and personal appointments to ensure efficiency.
• Handle incoming and outgoing communications (emails, phone calls, etc.), responding or redirecting as necessary.
• Prepare briefing materials, reports, and presentations for the MD, including financial and audit-related documentation.
• Take minutes during meetings, track action items, and follow up on behalf of the MD.
• Serve as the MD’s representative in finance-related meetings when required.

Financial Oversight & Auditing:

• Monitor key financial performance indicators (KPIs) and assist with budget preparation and forecasting.
• Collaborate with the finance department to ensure accurate and timely financial reporting.
• Analyze financial statements and highlight areas of concern or opportunities for improvement.
• Support internal and external audit processes, ensuring compliance with legal and company standards.
• Assist in reviewing internal controls and risk management procedures, recommending improvements where necessary.
• Provide the MD with regular updates on financial matters, ensuring that risks and opportunities are well-communicated.

Diary, Schedule, and Travel Management:

• Maintain the MD’s personal and professional schedules, ensuring seamless coordination of meetings, travel, and events.
• Organize complex travel itineraries, including flights, accommodation, and transportation, ensuring all aspects are efficiently managed.
• Prepare detailed travel schedules for business and personal trips, handling any necessary travel documentation (e.g., visas).

Personal Tasks & Errands:

• Manage personal errands for the MD, including scheduling appointments, handling personal shopping, and overseeing household matters.
• Arrange for services such as household maintenance, personal bookings, and event coordination.

Event and Meeting Coordination:

• Organize meetings, conferences, and company events, coordinating logistics, booking venues, and arranging catering or other services.
• Ensure all materials and resources required for events and meetings are prepared and distributed.

Cross-Departmental Collaboration:

• Act as the MD’s point of contact for finance, auditing, and administrative matters, ensuring effective communication between departments.
• Facilitate collaboration with the finance and auditing teams to ensure alignment on financial goals and strategies.
• Support the implementation of financial and administrative policies and procedures.

Financial Administration & Expense Management:

• Assist in managing and reconciling business and personal expenses, ensuring financial records are maintained accurately.
• Process invoices, bills, and other financial documents, ensuring timely payment and record-keeping.
• Prepare expense summaries and financial reports for review by the MD.

Confidentiality & Discretion:

• Handle sensitive information with the utmost discretion, maintaining confidentiality in all aspects of the MD’s business and personal affairs.
• Exercise judgment and tact when handling high-level communications and sensitive financial matters.

Strategic Planning & Risk Management:

• Assist the MD in developing long-term financial strategies, including evaluating business opportunities, mergers, and acquisitions.
• Identify potential financial risks and work with relevant teams to develop mitigation strategies.
• Provide input on financial and operational strategies to optimize performance and increase profitability.

Project Management & Ad-hoc Tasks:

• Oversee special projects for the MD, particularly related to finance, auditing, or administration.
• Conduct research on topics as directed by the MD, presenting findings in a clear and concise manner.
• Ensure the timely execution of projects, aligning outcomes with the company’s financial and strategic goals.

Qualifications

• Bachelor's Degree in Finance, Accounting, Business Administration, or a related field. A Master’s degree or relevant certifications (e.g., CPA, CFA, CIA) is preferred.
• Must be Chartered in Accounting.
• 5+ years of experience in finance, auditing, or executive support roles with knowledge of ISO (ISO Training Certificate to prove this will be requested)
• Proven experience in managing financial data, audit processes, and providing executive-level administrative support.
• Strong organizational skills, with the ability to manage both professional and personal tasks.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and financial tools (e.g., ERP).
• High level of discretion, integrity, and confidentiality in handling sensitive information.
• Excellent verbal and written communication skills.
• Strong analytical and problem-solving skills, with an eye for detail.
• Ability to prioritize multiple tasks and work under pressure.

Key Competencies:

• Strategic Financial Thinking: Ability to interpret and analyze financial data for decision-making.
• Organizational Skills: Effective management of complex schedules and multiple priorities.
• Discretion: Handling confidential information with professionalism.
• Flexibility: Adaptability to changing business and personal needs.
• Project Management: Ability to oversee and deliver complex projects on time.
• Professionalism: High level of professionalism in all aspects of the role, from communication to task execution.

Work Environment:

• Primarily office-based, with occasional travel as required.
• May involve flexible working hours, including evenings and weekends, depending on the MD’s schedule.
• This combined role demands strong financial expertise, auditing skills, and high-level administrative abilities, ensuring the efficient management of both professional and personal affairs of the Managing Director.
• The assistant will play a crucial role in supporting strategic decision-making while managing everyday operations with discretion and excellence.