Executive Assistant to Managing Director

We are looking for a highly proactive, organized, resourceful, and dependable Executive Assistant / Personal Assistant to provide comprehensive support to the Managing Director (MD).

This is not a conventional administrative assistant role. The ideal candidate should be someone who can anticipate the MD’s requirements, take ownership of assigned tasks, ensure timely follow-ups, coordinate with different people and departments, and make sure important matters are completed without constant supervision. Candidates with strong experience in office coordination, administration, or executive support who demonstrate excellent follow-up and ownership skills are also encouraged to apply. The right candidate will be trained on technical aspects of the role where required.

Key Responsibilities

• Provide day-to-day administrative and executive support to the Managing Director.
• Maintain a proactive approach by anticipating requirements and taking necessary action before being asked.
• Follow up consistently on assigned tasks, pending matters, meetings, commitments, and deadlines.
• Coordinate with internal teams, clients, vendors, and external stakeholders on behalf of the MD.
• Maintain schedules, appointments, meetings, reminders, and important engagements.
• Prepare, organize, and maintain reports, documents, correspondence, and presentations.
• Draft and manage professional emails, letters, notices, and other business communications.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.
• Assist in preparing meeting agendas, taking minutes where required, and following up on action points.
• Monitor pending tasks and ensure timely completion through regular follow-up.
• Support the MD in both professional and occasional personal tasks as required.
• Manage multiple priorities efficiently and respond promptly to urgent requirements.
• Assist with general office administration and coordination whenever necessary.
• Perform other responsibilities assigned by the Managing Director.

• Bachelor’s degree, preferably in Secretarial Studies, Business Administration, Management, or a related field.
• 3–5 years of relevant experience as an Executive Assistant, Personal Assistant, Secretary, Office Coordinator, or similar role supporting senior management.
• Candidates with strong experience in administration and office coordination may also be considered.
• Proven ability to independently manage responsibilities and follow through on assigned tasks.

Required Skills & Competencies

• Excellent follow-up skills – the most critical requirement for this position.
• Strong ownership, initiative, and ability to anticipate requirements.
• Excellent administrative and coordination skills.
• Proficiency in MS Office, particularly MS Excel and MS Word.
• Excellent verbal and written communication skills in English.
• Strong organizational and time-management skills.
• Ability to multitask and prioritize tasks effectively.
• Strong attention to detail and problem-solving ability.
• Ability to maintain confidentiality and handle sensitive matters professionally.
• Knowledge of shorthand will be an advantage.
• Professional attitude with excellent interpersonal skills.

Additional Requirements

• Candidates should demonstrate a stable employment history with minimal job changes.
• Must be honest, reliable, responsible, and highly trustworthy.
• Must be flexible and willing to handle both professional and occasional personal tasks for the Managing Director.
• Candidates from administration, office coordination, secretarial, or executive support backgrounds are encouraged to apply.
• Technical skills can be developed through training; however, strong follow-up, ownership, reliability, and proactive attitude are non-negotiable.

Ideal Candidate Profile

The ideal candidate is someone who does not wait to be told what to do. They should be proactive, quick to understand requirements, excellent at follow-ups, highly organized, and capable of managing multiple responsibilities with minimal supervision.

A candidate who can effectively anticipate needs, coordinate people, track pending matters, and ensure that tasks are completed on time will be highly preferred.