Executive Assistant to the Managing Director

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

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.