Executive Assistant-MD’s Office

Purpose & Overall Relevance for the Organization:

To ensure that the Managing Director’s administrational and operational tasks are being

fulfilled in a professional and efficient manner.

Key Responsibilities:

• Manage the calendar, schedule meetings and, prepare agendas and assist the MD in staying on track with the daily schedule.

• Responsible for travel arrangements and requirements, including obtaining visas respectively.

• Provides smooth communication between the MD’s office and internal departments/directors, demonstrating leadership qualities in maintaining open and transparent communication and support to the Senior Leadership team.

• Communicates directly and on behalf of the MD with Board members and other Directors on matters relating to the MD.

• Assist MD in meeting preparation and timely communication, both written and oral, with employees and external audiences. This may include drafting correspondence and preparing other required presentations/documentation with minimal supervision.

• Manage all incoming requests into the MD’s office (via mail, phone or email), and making sure they are addressed.

• Successfully completes critical aspects of deliverables with a hands on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the MD’s ability to lead effectively.

• Prioritizes conflicting needs, handles matters expeditiously, proactively and follows through on projects to successful completion often with tight deadlines.

• Discreet and confidential handling of sensitive company information.

• Work with internal audiences and MD’s direct reports to ensure agendas and deadlines are met.

• Manage and oversee that all expenses and invoices are processed such as medical health reimbursements.

• Documenting minutes of Senior Leadership Team meetings and other meetings as required.

• Responsible for arranging any MD’s offsite meetings and other functions.

• Undertake special projects under the direction of the MD and perform other duties as needed.

• Ad-hoc support with projects, activities and tasks as needed.

Knowledge, Skills and Abilities:

• Excellent command of English

• Excellent attention to detail

• Strong work ethic

• Proactive and efficient way of working

• Customer oriented, approachable and strong interpersonal skills

• Excellent written and verbal communication skills

• Good influencing and negotiation skills

• Excellent organization, time management and problem-solving skills

• Excellent MS Office skills (advanced)

Requisite Education and Experience / Minimum Qualifications:

• University degree in Business Administration or related area

• Minimum 5 years experience in supporting senior management ideally within (sporting) apparel/fashion/shoes or FMCG industry