Executive Assistant to the Managing Director (Foreign Trained) at Ojatee Consulting

Job Role

Reporting directly to the Managing Director, the Executive Assistant will provide executive support and serve as the primary point of contact for internal and external dealings on all matters pertaining to the Office of the Managing Director.

The E.A performs a variety of composite; sensitive and confidential; administrative, research and support functions for the Managing Director, the position holder will have the ability to exercise good judgment and confidentiality in a variety of situation.

This dynamic position requires strong written and verbal communication; administrative and organizational skills; the ability to maintain a realistic balance among multiple priorities; the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Executive Support

• Provide Diary Management: manage an extremely active calendar of appointments to ensure smooth day-to-day engagements.
• Exercise judgment and flexibility in managing potential conflicting diary issues in a tactful and sensitive manner, having due regard for business priorities – consulting the MD where necessary.
• Complete a broad variety of administrative tasks: act on behalf of the M.D on all administrative function thereby enabling the MD focus on strategic business functions.
• Ensure the M.D receive relevant documents and briefings for meetings in a timely manner, so that he has sufficient time to absorb the content and provide any feedback prior to meetings.
• Provide cover for the M.D (e.g. processing expenses and invoices) when required.
• Monitor all the M.D’s mailbox on an hourly basis, flagging urgent queries and responding on his behalf where possible; managing his email when he is on vacation, to ensure all communications are passed on and receive response within the same minute mails are received.
• Actively keep up with correspondences on all departmental/group emails to gain better insight of the Company’s business, conserves the M.D’s time by reading and re-routing and flagging out on urgent correspondences.
• Making travel arrangements including domestic and international booking (visa requirements etc), preparing itinerary, providing needed supplies, coordinate outbound hotel accommodation and taxi (coordinating with trip hosts where applicable), and completing expense reports.
• Keep the M.D well informed of upcoming commitments and responsibilities.
• Serve as the primary point of contact for internal and external dealings: on all matters pertaining to the M.D, including those of highly confidential or critical nature with internal and external stakeholders. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect the M.D’s management style and leadership.

Research and Business Development

• Drive research and business development initiatives across the Length and breadth of the M.D’s business interest.
• Ensure that work/research deliverables are rendered to time and quality expectations; collating market information using various databases and other sources to identify new trends and opportunities.
• Anticipate and prepare research and briefing papers in advance of appointments and presentations. Draft subsequent correspondence and follow up as necessary.

Manage Special Projects

• Manage variety of special projects for the M.D, some of which may have direct organizational impact.
• Undertake research and analysis that may be needed for projects. Monitor progress of projects allocated to staff by the MD. Prepare reports to the MD on progress and implement any actions.

Staff Liaison

Serve as liaison between Staff and the M.D, provides gatekeeper role by planning, coordinating and ensuring the M.D’s schedule is followed and respected. Provides a bridge for smooth communication between the office of the M.D and internal departments; following-up on action items.

• Educational Requirement
• Bachelor's degree or equivalent qualification from a recognized foreign university or institution

Skills Requirement

• Proficient in the use of English language, both written and spoken
• Strong verbal and written communication skills, including the ability to communicate effectively with internal and external stakeholders at all levels.
• Exceptional interpersonal skills, with the ability to build and maintain relationships.
• Excellent organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously.
• Proficiency in diary management, scheduling, and coordination of appointments and meetings.

What we offer

• Health insurance
• Group Life Insurance
• Annual Profit Share
• Leave Allowance
• 13th Month Bonus
• Annual training
• Competitive Salary
• Monthly provisions