Personal Assistant to Managing Director

To provide high-level executive, administrative, and organisational support to the Managing Director, ensuring seamless coordination of daily activities, strategic priorities, and confidential matters. The role facilitates effective communication, manages executive schedules, prepares documentation and briefings, oversees follow‑ups on key actions, and supports governance and decision‑making processes. The Personal Assistant ensures the Managing Director’s office operates efficiently, enabling smooth execution of corporate initiatives and maintaining strong alignment across internal and external stakeholders
KEY RESPONSIBILITIES
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 / 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.

KEY COMPETENCIES
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

Min.

Required

Desirable

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 / Training

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