Executive Assistant

The Executive Assistant will provide high-level administrative support, ensuring the smooth operation of the executive office and enabling the Managing Director to focus on strategic responsibilities. This role requires exceptional organizational skills, attention to detail, confidentiality, and the ability to manage a dynamic schedule and communications in a fast-paced media environment.
The Executive Assistant will act as the primary point of contact for the Managing Director, coordinating meetings, communications, and key projects across departments.

Core Functions:

• Manage the Managing Director’s calendar, including scheduling meetings, coordinating appointments, and ensuring timely follow-ups.
• Act as the primary point of contact between the Managing Director and all stakeholders.
• Provide general day-to-day administrative support.
• Maintain bookings and coordinate activities in the Boardroom.
• Ensure that complaints made to the Executive Office are addressed promptly by the appropriate persons.
• Coordinate meetings, retreats, luncheons, and other functions both internally and externally.
• Arrange and coordinate travel itineraries for domestic and international travel.
• Assist with preparations for all meetings/functions, including distributing materials, arranging logistics, and recording minutes as required.
• Prepare reports, letters, and other general correspondence.
• Develop and maintain a comprehensive and organized filing system.
• Coordinate the routing of correspondence (internal and external) through the Executive Office.
• Provide supervision for all staff assigned to the Executive Office.
• Prepare and organize daily agendas, briefing materials, and reports
• Handle confidential information with discretion, ensuring sensitive communications remain secure.
• Support the Managing Director in managing special projects
• Supervise and coordinate the daily activities of property staff.
• Develop, implement, and oversee preventive maintenance and cleaning schedules for office buildings and outdoor grounds; conduct routine inspections and respond to emergencies.

• Bachelor’s degree in Business Administration, Communication, or a related field is preferred.
• Certified Professional Secretary Qualification.
• Minimum 5 years of experience as an Executive Assistant, preferably in a media or fast-paced corporate environment.
• Proven experience supporting C-suite executives, with a track record of managing high-level projects and sensitive information.
• Sound Project Management capabilities.
• Exceptional organizational and multitasking abilities with a strong attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong problem-solving skills and the ability to make decisions independently.
• Ability to work effectively under pressure and meet tight deadlines in a fast-paced environment.
• Discretion and professionalism in handling confidential information.

• The job is based on a minimum forty-hour workweek; however, the nature of the company’s business will require flexible working hours during the week and possibly on weekends and public holidays.
• The working environment dictates that the individual must be able to multi-task and work within a fast-paced media environment.
• Standard office environment with occasional outdoor activity.