Personal Assistant to Managing Director

Overview

Strategic

• Support the Managing Director in planning, prioritising, and monitoring strategic initiatives, ensuring timely follow‑up and alignment with organisational objectives.
• Coordinate the preparation of executive briefs, board papers, high‑level presentations, and confidential documents required for meetings, reviews, and decision‑making.
• Conduct background research, gather information, and prepare concise briefing notes to support the Managing Director’s strategic discussions, engagements, and external meetings.
• Track progress of key actions and strategic commitments, highlighting delays, risks, or issues requiring the Managing Director’s attention.
• Ensure effective alignment and coordination between the Managing Director’s office and internal departments, external stakeholders, and regulatory bodies to support smooth execution of corporate priorities.

Financial

• Support the Managing Director in preparing annual budgets, forecasts, and executive financial reports by coordinating inputs and ensuring timely submission.
• Assist in monitoring expenditure and cost‑control activities related to the Managing Director’s office and corporate initiatives.
• Review financial documents, summaries, and submissions for completeness and accuracy before presenting them to the Managing Director.
• Coordinate procurement requests and approval workflows related to the Managing Director’s office, ensuring alignment with approved budgets.

Stakeholder And Customer

• Facilitate effective communication and information flow between the Managing Director’s office and internal departments, external partners, government entities, and key stakeholders.
• Prepare high‑quality correspondence, official letters, meeting briefs, and responses for the Managing Director’s review and signature.
• Coordinate and follow up on stakeholder inquiries, requests, and commitments directed to the Managing Director’s office, ensuring timely and accurate closure.
• Support the Managing Director in stakeholder engagements by organising meetings, preparing agendas, documenting key points, and ensuring follow‑up on agreed actions.

Operational

• Manage the Managing Director’s calendar, appointments, travel arrangements, meeting schedules, and daily agenda to ensure optimal time management and preparedness.
• Prepare consolidated reports, meeting packs, summaries, and follow‑up notes for executive reviews and internal or external engagements.
• Coordinate and track the completion of action items, decisions, and commitments arising from meetings chaired or attended by the Managing Director.
• Oversee document control for the Managing Director’s office, ensuring all directives, correspondence, policies, and confidential files are properly organised, updated, and accessible.
• Support the Managing Director in organising high‑level meetings, workshops, events, and engagements, ensuring all logistics, materials, and communications are handled efficiently.

Technical Competencies

• Strong capability in managing executive calendars, travel, correspondence, and confidential documentation.
• Expertise in Word, Excel, PowerPoint, and Outlook; ability to prepare high‑quality reports and presentations
• Ability to organise, track, and retrieve sensitive information efficiently.
• Skilled in preparing agendas, minutes, briefing packs, and logistics for high‑level meetings.
• Ability to gather information, analyse it, and produce concise executive summaries.
• Familiarity with collaboration platforms (Teams, SharePoint, etc.) to support the MD’s office.

Behavioural Competencies

• Excellent written and verbal communication suitable for executive‑level correspondence.
• Ensures accuracy in documents, schedules, and follow‑ups.
• Able to anticipate needs and resolve issues proactively.
• Confident in dealing with senior leaders, government entities, and external partners.
• Handles sensitive information with discretion and professionalism.
• Works independently, manages shifting priorities, and remains calm under pressure.

Minimum Qualifications

Education

• Diploma or Bachelor’s degree in Business Administration, Management, Office Administration, or a related field.

Experience

• Minimum 2–4 years of experience in executive support, office management, or administrative roles supporting senior leadership.
• Experience with complex technical environments, asset-heavy industries, or public transportation authorities is an advantage.

Skills And Training

• Proficiency in MS Office, project management tools, and reporting dashboards.