Description
Job Summary
We are hiring an Executive Assistant for our client, we are seeking a highly organized and proactive Executive Assistant to support our Managing Director (MD) in both personal and official capacities.
The ideal candidate will possess exceptional communication skills, keen attention to detail, and the ability to handle confidential information with the utmost discretion.
The Executive Assistant will play a crucial role in coordinating and facilitating the MD's daily activities, ensuring seamless operations, and providing effective administrative support, including handling personal and official errands/tasks.
Responsibilities
What You Would Do:
Proactively manage the MD's calendar, scheduling appointments, meetings, and travel arrangements for both personal and official engagements.
Handle personal errands, such as organizing personal appointments, managing personal finances, and coordinating personal events.
Manage some communication with staff and senior executives on behalf of the MD, manage meetings and schedule/ calendar, prepare presentation decks, research, and support with managing other businesses.
Coordinate official errands and tasks, including but not limited to picking up/delivering documents, making bank deposits, and handling confidential materials.
Prepare and organize documents, reports, and presentations for meetings and events, both personal and official.
Conduct research and compile information to facilitate decision-making and support the MD's strategic initiatives.
Handle confidential and sensitive information with discretion and maintain strict confidentiality at all times, both in personal and official matters.
Act as a liaison between the MD and internal/external stakeholders, demonstrating professionalism and excellent interpersonal skills in personal and official interactions.
Assist in organizing and coordinating company events, conferences, and special projects, as well as personal events and engagements.
Manage administrative tasks, including expense reports (home staff, school fees administration for kids’ renewal documents), travel arrangements, and office supply inventory, both in personal and official contexts.
Prepare and review correspondence, memos, and other written materials on behalf of the MD, for both personal and official purposes.
Provide general administrative support to the MD, such as filing, scheduling meetings, and managing office logistics, while also attending to personal tasks as needed.
Stay updated on industry trends, company policies, and procedures to ensure best practices are implemented in personal and official matters.
Perform other duties as assigned by the MD.
Requirements
What You Would Need:
First Degree in Business Administration, Law, or a related field.
At least 3-5 years of proven experience as an Executive Assistant or similar role, supporting C-level executives.
Legal background or media and entertainment background and should be fluent in communicating in French.
Strong organizational and time management skills, with the ability to multitask and prioritize effectively.
Excellent verbal and written communication skills, with a keen eye for detail.
Proficient with project management tools, MS Office Suite (Word, Excel, PowerPoint), and other relevant software.
Discretion and confidentiality when handling sensitive information.
Exceptional problem-solving and decision-making abilities.
Strong interpersonal skills and the ability to build and maintain relationships at all levels.
Flexibility to work extended hours when necessary.
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