Key Duties/Responsibilities
Time & Priority Management
Maintain the MD's calendar with precision — ensuring time is spent on high-leverage activities, strategic meetings, and growth-driving priorities.
Act as the gatekeeper for the MD's schedule, email, and inbound communication — triaging what is urgent vs. important.
Conduct daily briefings and end-of-day debriefs to align on goals, outcomes, and next actions.
Anticipate needs before they arise — always be one step ahead.
Communication & Coordination
Draft, review, and manage internal and external communication on behalf of the MD — including emails, memos, proposals, and presentations.
Facilitate cross-departmental follow-ups to ensure deliverables and deadlines are met.
Prepare meeting agendas, coordinate minutes, and track decisions and commitments.
Liaise with senior management, suppliers, and key clients professionally and efficiently.
Systems & Process Management
Build and maintain dashboards and SOP trackers (Finance, Procurement, Marketing, Sales, Warehouse).
Implement tools and automations (e.g., Slack, Odoo, Asana/ClickUp, Notion, or Google Workspace) to streamline workflow and accountability.
Manage document control and digital filing systems for critical company records and projects.
Track KPIs and report weekly to the MD with summaries and insights from each department.
Project Execution & Strategic Support
Manage and follow through on strategic projects — ensuring ideas move from conception to execution.
Research market trends, competitors, or partnership opportunities as delegated.
Organize offsite meetings, conferences, and travel logistics.
Culture & Leadership Support
Reinforce company culture by ensuring values, accountability, and communication flow across departments.
Act as the MD's proxy in meetings when needed — capturing context, decisions, and follow-up actions.
Manage internal recognition, staff engagement, and performance-tracking initiatives under the MD's direction.
Key Outputs/Deliverables/KPIs:
Time Leverage Ratio: ≥ 80% of MD's time spent on strategic vs. operational work.
Execution Velocity: ≥ 95% of delegated tasks completed on time.
Communication Efficiency: < 12-hour average response time on high-priority items.
Project Completion Rate: ≥ 90% of tracked initiatives completed within timelines.
System Reliability: 100% of reports, trackers, and dashboards updated weekly.
Academic and Professional Qualifications and Experience Required:
Bachelor's Degree in Business Administration, Management, or a related field.
3 - 5 years' proven experience as an Executive Assistant, preferably supporting senior leadership.
Experience working in a fast-paced, multi-sector environment.
Demonstrated ability to manage multiple priorities and stakeholders simultaneously.