Personal Assistant to the Managing Director

Job Summary:
We seek a proactive and organized Personal Assistant to support the Director in managing day-to-day activities, research tasks, and other general administrative duties. As the right-hand person to the Director, you will play a crucial role in ensuring smooth operations and assisting with various projects within our dynamic and fast-paced environment.

Responsibilities:

Calendar Management: Organize and manage the Director’s schedule, including scheduling meetings, appointments, and travel arrangements, while effectively prioritizing conflicting demands.

Communication: Serve as the primary point of contact between the Director and internal/external stakeholders, screening and responding to emails, calls, and inquiries promptly and professionally.

Research: Conduct in-depth research on industry trends, competitors, potential clients, and strategic opportunities to support the Director’s decision-making process and business development efforts.

Document Preparation: Assist in drafting and proofreading correspondence, presentations, reports, and other documents as needed, ensuring accuracy and adherence to brand standards.

Meeting Support: Prepare meeting agendas, take minutes, and follow up on action items to ensure that meetings are productive and objectives are met.

Project Coordination: Assist with project management tasks, including tracking deadlines, coordinating with team members, and ensuring that projects stay on schedule and within budget.

Expense Management: Handle expense reporting and reimbursement processes for the Director, ensuring accuracy and timely submission of expense reports.

General Administrative Support: Provide general administrative support, such as filing, photocopying, data entry, and office organization, to maintain efficiency and organization in the Director’s workflow.

Requirements:

Prior Experience: Proven experience as a Personal Assistant, Executive Assistant, or similar role, preferably in a fast-paced environment or within the marketing/advertising industry.

Organizational Skills: Exceptional organizational and time management skills, with the ability to prioritize tasks, multitask effectively, and meet deadlines in a dynamic environment.

Communication Skills: Strong verbal and written communication skills, with the ability to communicate professionally and effectively with internal and external stakeholders.

Research Abilities: Proficient in conducting research using various online resources and databases, with a keen eye for detail and the ability to synthesize information effectively.

Discretion and Confidentiality: High level of discretion and confidentiality when handling sensitive information and confidential matters.

Tech Savvy: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools, as well as the ability to adapt to new software and technology platforms quickly.

Adaptability: Flexibility and adaptability to changing priorities and situations, with a proactive and solution-oriented mindset.

Join our team and become an integral part of our agency’s success by supporting the Director in achieving our business goals. If you’re highly organized, resourceful, and thrive in a fast-paced environment, we want to hear from you. Apply now and embark on an exciting journey as a key team member!