Executive Assistant to Managing Director

_Key Responsibilities:_

1. Calendar & Schedule Management
- Manage and optimise the director ’s calendar, scheduling meetings, appointments, and travel arrangements.
- Prioritise and coordinate daily activities to maximise productivity.
- Set up reminders for critical deadlines and commitments.

2. Communication Management
- Draft, proofread, and edit documents, reports, and presentations.
- Serve as the primary point of contact between the director and internal/external stakeholders.

3. Travel Coordination
- Plan and manage travel logistics, including flights, accommodations, and ground transportation.
- Prepare detailed itineraries with necessary documents.
- Handle any travel-related issues that arise

.4. Meeting Coordination & Support
- Schedule, organise, and prepare materials for meetings, ensuring agendas and reports are ready in advance.
- Take detailed meeting minutes and track follow-up action items.
- Arrange meeting venues, refreshments, and technical requirements.

5. Administrative Support
- Maintain accurate filing systems, both digital and physical, for easy retrieval of information.
- Manage office supplies and ensure operational efficiency.
- Assist with expense reporting, reimbursements, and budget tracking.

6. Project & Task Management
- Assist in planning, coordinating, and executing special projects.
- Track project milestones and deadlines, ensuring timely completion.
- Support the director in strategic initiatives and decision-making processes.

7. Confidentiality & Discretion
- Handle sensitive information with the utmost confidentiality and professionalism.
- Manage confidential files, contracts, and legal documents securely.

8. Stakeholder & Relationship Management
- Maintain strong professional relationships with clients, vendors, and business partners.
- Act as a liaison between the director and key stakeholders.
- Coordinate networking events and professional engagements

.9. Office & Event Coordination
- Organise corporate events, team events and meetings, as well as director engagements.
- Coordinate logistics for off-site meetings, retreats, and conferences.

10. Research & Report Preparation
- Conduct research on industry trends, competitors, and market insights.
- Prepare reports, summaries, and briefing notes for director decision-making.

11. Process Improvement & Efficiency Optimisation
- Identify and implement improvements to administrative processes.
- Streamline workflows to enhance overall efficiency.

12. Crisis Management & Problem Solving
- Proactively address challenges, conflicts, and urgent matters.
- Troubleshoot issues to minimise disruptions to the director ’s schedule.

13. Budgeting & Financial Support
- Assist in managing budgets, tracking expenses, and reviewing financial reports.
- Ensure invoices and payments are processed in a timely manner.

14. Personal Assistance
- Manage personal appointments, errands, and household tasks for the director.
- Handle personal travel arrangements and event planning.
- Ensure lunch provisions are made

15. Digital & Technology Management
- Utilise productivity tools and software Microsoft Office project management tools.
- Troubleshoot minor IT issues and liaise with IT support when needed

.16. Legal & Compliance Support
- Assist with document preparation for contracts, agreements, and compliance reports.
- Ensure company policies and procedures are followed in director -level decisions.

17. Time Management & Prioritisation
- Anticipate the director ’s needs and proactively manage their time effectively.
- Handle last-minute requests and changes with flexibility.

18. Data & Document Management
- Organise, maintain, and retrieve key documents, reports, and presentations.
- Ensure document accuracy and version control.
- _Key Skills & Qualifications:_
- Proven experience as an Director Assistant or similar role.
- Excellent communication and interpersonal skills.
- Strong organisational and time management abilities.
- High level of discretion and professionalism.
- Proficiency in Microsoft Office Suit, and project management t
- Ability to multitask and work under pressure in a fast-paced environment.
- Strong problem-solving and decision-making

._Education & Experience:_

Education: Bachelor’s degree in Business Administration, Communications, or a related field

Experience : 3-5 Years in similar role

Pay: R15 000,00 - R20 000,00 per month

**Education**:

- Diploma (required)

**Experience**:

- Executive Assistant : 3 years (required)

**Location**:

- Johannesburg, Gauteng (required)

Work Location: In person