Executive Assistant to GMD

Job Title : Executive Assistant

Department : Administration

Reports To : Managing Director

Direct Report : Managing Director

Job Summary

The Executive Assistant provides high-level administrative, operational, and personal support to the Group Managing Director (GMD) across professional and business functions. The role requires exceptional organizational, communication, and multitasking skills to manage calendar activities, content creation, travel coordination, event logistics, and confidential correspondence. The ideal candidate must be proactive, detail-oriented, and capable of managing complex responsibilities in a fast-paced environment.

Key Responsibilities

1. Administrative & Executive Support

Manage the GMD’s calendar including meetings, appointments, and travel arrangements.

Provide real-time scheduling updates and timely reminders.

Attend meetings, events, and engagements with the GMD (including weekends or after-hours when required).

Prepare meeting agendas, take minutes, and track follow-up actions.

2. Content Creation & Social Media

Support the GMD’s personal and professional branding through engaging content.

Draft social media captions, event summaries, and official communications.

Assist with photography, media coverage, and behind-the-scenes documentation during events.

Research industry trends and contribute creative ideas for digital engagement.

3. Travel & Event Coordination

Arrange flights, hotels, visas, and itineraries for the GMD and accompanying team members.

Liaise with vendors, event organizers, and staff to coordinate attendance at all engagements.

Ensure all logistics (transportation, documentation, and venue readiness) are complete for each trip or event.

4. Communication & Relationship Management

Handle all incoming and outgoing correspondence on behalf of the GMD.

Maintain strict confidentiality and act with discretion at all times.

Interface effectively with internal teams, senior stakeholders, partners, and clients.

5. Office & File Management

Maintain accurate digital and physical records, files, and expense logs.

Track deliverables, deadlines, and project milestones to ensure timely completion.

Person Specification

Competency & Skill Requirements

Technical Skills

Proven experience as an Executive Assistant, Administrative Officer, or in a similar role.

Proficiency in Microsoft Office Suite, scheduling tools, and basic design software.

Basic bookkeeping and familiarity with business and financial principles.

Strong ability to build relationships and foster collaboration among managers and partners.

Soft Skills

Excellent organizational and multitasking abilities.

High attention to detail and accuracy.

Customer-centric and service-oriented mindset.

Effective time management and prioritization skills.

Strong problem-solving and decision-making capabilities.

Attitude

Self-motivated, proactive, and capable of working independently.

Maintains professionalism and composure under pressure.

Team player with a positive and adaptable attitude.

Willingness to take initiative and manage changing priorities.