posted on : 5 months ago

Industry : Print /Digital Media Job Function : Management

Job Experience Level : Management Level

Minimum Years of Experience : 3 years

Minimum Academic Qualification : Bachelor

Job Summary

The Executive Assistant ensures smooth, efficient and responsive administration and management of the MD’s office including scheduling, travel, engagement, activities and communication between the MD’s office, board, staff, external stakeholders, customers & client and others. You are our engagement manager the first port of call for everyone looking to connect with MCL or its people. You empower senior leadership, with your proactive problem solving exceptional communication skills and meticulous attention for details. You are flexible, consistent, and are defined by your trust and integrity. You are comfortable dealing with guests from all walks of life – from board members to walk-ins – and your conduct with each is beyond reproach.  You are a vault: you maintain the highest levels of confidentiality. 

Full Job Description

·        Support the MD primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently

·        Maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows

·        Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld

·        Manage professional and personal scheduling for the MD, including agendas, mail, email, phone calls, client management, transportation and other company logistics.

·        Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives, travel logistics and activities, including accommodations, transportation, and meals

·        Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database

·        Organize team communications and plan management office and company-wide events, conferences, workshops and any other engagements either internally, virtually or off-site.

·        Manage engagements with internal and external stakeholders, and with employees and HoDs to ensure delivery of various projects and tasks,

·        Manage visits and visitors to the office of the MD, ensuring each guest has the same exceptional experience engaging with MCL.

·        General administration, including office property, mail, records keeping, managing calls, supporting management reports, letters, and minutes, boardroom access & availability and other admin tasks.

·        With the Group executive support team, coordinate visits and participation in key strategic initiatives by NMG’s Senior Management Team, the NMG Board of Directors, and the MCL Board of Directors.

 

 

Board Meetings

·        Arrange and prepare board packs for the board meetings.

·        Ensure hotel accommodation and airport transfers for board directors.

·        Ensure all the necessary items are made available for and during board meetings.

 

Corporate Social Responsibility

·        With the Head of Marketing, Corporate Affairs & Sustainability: Create and develop activities that build the image of MCL in the areas of Health, Education and Environment and ensure sustainability.

·        Support other external CSR activities.

 

Customer Care

·        Manage the MCL front desk and ensure efficient customer service for internal and external clients.

·        Ensure punctuality, dress code that portrays the MCL employees image and the front desk officers are smart and courteous to guests.

·        Monthly reports on activities that happens at front office.

·        Ambiance at the reception is good and maintained at all times.