Executive Assistant At Straight-gate Publishers Limited

Job Summary

• We are seeking a highly organised, proactive, and trustworthy Executive Assistant to the Managing Director to provide high-level administrative, operational, and coordination support to the MD.
• The successful candidate will serve as a key support to the MD, helping to manage his schedule, follow up on assignments, coordinate information across departments, assist with procurement and business-related activities, and ensure that matters requiring the MD's attention are properly tracked and followed through.
• The role requires excellent organisational skills, discretion, attention to detail, good numerical ability, and the ability to work independently in a fast-paced environment.

Key Responsibilities

• Manage the MD's calendar, appointments, meetings, and schedules.
• Prepare meeting agendas, documents, reports, presentations, and other materials required by the MD.
• Take accurate minutes and track action points from meetings to ensure timely follow-up.
• Follow up with Managers and departmental heads on assignments and deliverables as directed by the MD.
• Provide the MD with updates on outstanding tasks, deadlines, and departmental matters.
• Assist with procurement activities, including sourcing suppliers, obtaining quotations, comparing prices, and following up on purchases.
• Support the MD with basic financial analysis, calculations, cost comparisons, and other numerical tasks.
• Conduct research and provide relevant information to support the MD's decision-making.
• Coordinate communication between the MD and internal/external stakeholders.
• Assist in monitoring operational activities across the Company's business units as directed.
• Maintain proper documentation and filing of confidential correspondence and business information.
• Accompany the MD on official trips and business engagements when required.
• Handle sensitive and confidential information with a high level of discretion.
• Perform other duties as may be assigned by the Managing Director.

Key Performance Indicators (KPIs)

• Timely and accurate completion of assignments delegated by the MD.
• Effective management of the MD's schedule and appointments.
• Timely follow-up and closure of assigned action points.
• Accuracy of reports, documents, calculations, and information provided.
• Effective coordination of procurement activities.
• Timely provision of requested information and research.
• Proper handling and confidentiality of sensitive information.
• Quality and timeliness of communication with internal and external stakeholders.

Requirements

• Bachelor's Degree in Business Administration, Accounting, Economics, Management, or a related field.
• 2 - 3 years' experience as an Executive Assistant, Personal Assistant, Administrative Officer, or in a similar role.
• Strong numerical and analytical skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office tools, particularly Word, Excel, and PowerPoint.
• Excellent organisational and time-management skills.
• Ability to manage multiple tasks and meet deadlines.
• Strong follow-up and coordination skills.
• High level of integrity, discretion, confidentiality, and professionalism.
• Ability to work independently and exercise sound judgement.
• Willingness to travel occasionally when required.
• Male candidates are preferred for this role.