Job Summary
- The Executive Assistant (EA) to the Managing Director serves as a strategic partner and operational anchor, ensuring the MD’s priorities are executed seamlessly across the organization regardless of location.
- This role goes beyond administrative coordination.
- The Executive Assistant (EA) is responsible for driving execution, enabling decision-making, managing key relationships, and ensuring business continuity in the MD’s absence.
- The ideal candidate is highly proactive, structured, discreet, and capable of operating with sound judgment under minimal supervision, acting as a trusted proxy for the MD when required.
Key Responsibilities
Executive Support and Strategic Coordination:
- Translate the MD’s priorities into clear execution plans and actionable deliverables.
- Track strategic initiatives and ensure timely delivery across departments.
- Provide decision support through research, analysis, and briefing notes.
- Monitor progress against key business priorities and flag risks proactively.
- Serve as a bridge between the MD and leadership team, ensuring alignment.
Calendar, Time & Priority Management:
- Own and optimize the MD’s calendar across time zones to maximize productivity.
- Prioritize engagements based on strategic importance and urgency.
- Ensure all meetings are supported with pre-reads, briefs, and expected outcomes.
- Anticipate needs and plan to reduce reactive scheduling.
Communication Management & Stakeholder Engagement:
- Manage and prioritize all incoming communications on behalf of the MD.
- Draft high-level correspondence, reports, and presentations.
- Act as a first point of contact for internal and external stakeholders.
- Maintain strong relationships with partners, clients, and key stakeholders.
- Ensure all communication threads are tracked and closed effectively.
Operational Oversight & Follow-Through:
- Drive follow-up on key decisions and ensure execution across teams.
- Hold stakeholders accountable for deliverables and timelines.
- Identify bottlenecks and escalate issues where necessary.
- Ensure alignment between strategic direction and operational activities.
Business & Project Support:
- Support business initiatives, including partnerships, recruitment drives, and events.
- Track student applications, admissions processes, and institutional engagements.
- Coordinate cross-functional activities and ensure seamless execution.
Personal & Lifestyle Management (Integrated Support):
- Manage the MD’s personal schedule in alignment with business priorities.
- Coordinate international travel logistics, including flights, visas, accommodation, and itineraries.
- Oversee vendors, personal obligations, and logistics with discretion.
- Ensure seamless integration of personal and professional commitments.
Documentation & Information Management:
- Maintain a structured and secure digital filing system.
- Keep accurate records of communications, agreements, and key documents.
- Prepare meeting briefs, summaries, and action trackers.
- Ensure easy retrieval of information for decision-making.
Process Optimisation & Systems Thinking:
- Identify inefficiencies and implement improved workflows.
- Develop checklists, trackers, and systems for recurring activities.
- Standardize processes to ensure consistency and reliability.
- Leverage digital tools to improve productivity and visibility.
Key Performance Indicators (KPIs)
Execution & Reliability:
- ≥98% task completion rate within agreed timelines.
- ≤2% missed or overdue critical tasks per quarter.
Calendar Effectiveness:
- Zero scheduling conflicts or double bookings.
- ≥98% adherence to planned schedules, with minimal last-minute changes due to poor planning.
Responsiveness & Communication:
- ≤2-hour response time for priority communications.
- ≥98% follow-up closure rate on tracked communications.
Operational Efficiency:
- ≥90% of meetings supported with briefs/materials in advance.
- Zero missed key deadlines, including applications, payments, and engagements.
Autonomy & Decision-Making:
- ≥80% of routine matters resolved without the MD’s intervention.
- Demonstrated ability to prioritize and act effectively in ambiguous situations.
Process Improvement:
- At least 1–2 process improvements implemented per quarter.
- Measurable reduction in task turnaround time or errors.
Reporting & Visibility:
- Weekly dashboard/report delivered 100% on time.
- Clear tracking of tasks, risks, and priorities at all times.
Person Specifications
Qualifications & Experience:
- Bachelor’s Degree in Business Administration or related field
- Minimum of 5 years’ experience as a Personal or Executive Assistant
- Experience supporting a senior executive or business owner is essential
- Experience working in a fast-paced, multi-tasking environment
Core Competencies:
- Strategic thinking and execution
- Advanced organisational and project management skills
- Strong written and verbal communication
- Stakeholder management and influencing skills
- High attention to detail and analytical ability
- Digital proficiency (Google Workspace, project management tools, CRM systems) Person.
Attributes (Critical Success Factors):
- Proactive Ownership: Anticipates needs and acts without waiting for instructions
- Execution Excellence: Gets things done efficiently and completely
- Discretion & Trustworthiness: Handles sensitive matters with confidentiality
- Structured Thinking:Able to organize complexity into clear, actionable steps
- Responsiveness:Highly reliable and quick to act on requests
- Calm Under Pressure:Maintains composure in fast-paced or ambiguous situations
- Judgement & Initiative:Makes sound decisions in the MD’s absence
- Attention to Detail:Spots gaps, errors, and risks before they escalate
- Adaptability: Comfortable working across time zones and shifting priorities.
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