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.