Executive Assistant to the Managing Director

Role overview

Calendar and follow-up management

• Manage the Managing Director's calendar, coordinate meetings, confirm arrangements, prepare briefings, and plan the next day.
• Track tasks, approvals, payments, proposals, vendor updates, and client requirements across the three businesses, following up through closure.
• Maintain daily, weekly, and monthly task sheets and ensure commitments and deadlines are tracked.

Communication and business support

• Draft and respond to emails, WhatsApp messages, proposals, reminders, and official communications; prioritize messages and coordinate with internal and external contacts.
• Manage leads, enquiries, client follow-ups, and appointment scheduling; coordinate wedding-related updates and support pitch decks, presentations, and proposals.

Documentation and payments

• Prepare meeting notes, minutes, reports, checklists, presentations, and Excel or Google Sheets trackers; organize client, vendor, hotel, contract, and internal records.
• Track the Managing Director's credit card bills, utilities, subscriptions, insurance, and renewals, and coordinate approved payments with Finance.

Guests, travel, and assistance

• Prepare for office guests, share arrival details, arrange refreshments and meeting rooms, and receive visitors.
• Arrange business travel, hotel bookings, tickets, itineraries, driver schedules, pickups and drops, deliveries, and priority personal errands.

Role expectations

• The role requires confidentiality, speed, discipline, ownership, and closing follow-up loops.
• Work closely with internal teams, clients, hotels, vendors, office staff, the driver, and household staff.

Performance measures