Job Summary

• The Executive Assistant is responsible for providing comprehensive administrative support to the MD, ensuring smooth and efficient operations.
• The role involves managing schedules, coordinating meetings, handling communications, preparing reports, and assisting with various tasks as assigned to help achieve professional and business goals.

Key Responsibilities
Calendar and Schedule Management:

• Manage the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prioritize and coordinate appointments to optimize time management.

Communication:

• Serve as a point of contact between the MD and internal/external stakeholders.
• Handle calls, emails, and other correspondence, ensuring timely responses.
• Draft, proofread, and send communications on behalf of the MD.

Meeting and Event Coordination:

• Organize and prepare materials for meetings, conferences, and events.
• Take meeting minutes, follow up on action items, and manage logistics for events.

Travel Arrangements:

• Organize travel itineraries, including flight bookings, accommodations, and ground transportation.
• Prepare travel-related documents and ensure executives are well-prepared for trips.

Document Preparation:

• Prepare, edit, and format reports, presentations, and documents for meetings.
• Maintain and organize files, records, and documents in both physical and electronic formats.

Project Assistance:

• Support special projects and initiatives by coordinating efforts, tracking progress, and assisting with logistics.
• Help gather data, research, and provide input as needed.

Expense Management:

• Process expense reports and track the MD’s expenses.
• Help with budget monitoring and ensure timely approvals for expenditures.

Confidentiality and Discretion:

• Maintain confidentiality regarding sensitive and proprietary information.
• Use discretion in handling matters of a confidential nature.

General Administrative Support:

• Handle a wide variety of tasks as requested by the executive to help streamline their daily operations.
• Provide general office support, including ordering supplies and maintaining office equipment.

Qualifications & Skills Required

• Bachelor’s Degree or equivalent experience in a related field.
• 3-5years experience as an Executive Assistant or in other administrative roles supporting senior management.
• Male candidate is preferred for gender balance
• Ability of utilize AI tools for efficiency and other relevant software products
• Familiarity with Google workspace suite
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), project management tools and other office software.
• Strong attention to detail and problem-solving skills.
• Ability to maintain professionalism and confidentiality at all times.

Application Closing Date
30th November, 2025.

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Job Summary

• The Senior Documentation Specialist is responsible for overseeing and managing all import documentation processes, ensuring compliance with regulatory requirements and timely clearance of goods.
• This role involves coordinating with clients, banks, suppliers, and internal teams to process documentation such as Form M and PAAR (Pre-Arrival Assessment Report).
• The ideal candidate demonstrates strong attention to detail, exceptional communication skills, and the ability to manage multiple documentation workflows efficiently.

Key Responsibilities
Pre-Clearance Import Documentation Management:

• Review, process, and follow up on pre-clearance documentation for clients.
• Verify the accuracy and completeness of documents to ensure compliance with legal and regulatory requirements.
• Manage documentation timelines to facilitate timely delivery of shipments.

Processing Import Documentation:

• Handle all import documentation processes, including Form M and PAAR.
• Coordinate with banks and suppliers for document processing and submission.
• Apply for PAAR, track status, and ensure timely submission to relevant authorities.

PAAR Application and Follow-Up:

• Prepare and submit PAAR applications accurately and promptly.
• Monitor application progress and liaise with suppliers and stakeholders for updates.
• Ensure timely receipt of PAAR to avoid shipment delays.

HS Code Classification and Duty Computation:

• Demonstrate strong knowledge of HS code classification and accurate computation of customs duties to determine applicable duty payments for imported goods.

Account Management and Communication:

• Maintain consistent communication with clients, providing updates on documentation and shipment status.
• Address client concerns promptly and professionally.
• Ensure high levels of client satisfaction through proactive support.

Shipment Date Management:

• Track shipment arrival and departure schedules.
• Coordinate with shipping lines, agents, and logistics partners to ensure on-time deliveries.
• Monitor timelines and adjust plans to meet operational deadlines.

Monitoring and Resolving Documentation Issues:

• Conduct daily checks on documentation progress and goods movement.
• Identify potential bottlenecks or issues early and take corrective action.
• Escalate unresolved challenges to the Line Manager for timely resolution.

Reporting:

• Prepare and submit daily activity and progress reports.
• Highlight key updates, issues, and resolutions in a clear, concise format.
• Support management with accurate and timely reporting data.

Qualifications & Experience

• Bachelor’s Degree in Business Administration, Logistics, Supply Chain Management, or a related field.
• 4 – 6 years of experience in import/export documentation or logistics operations.
• In-depth knowledge of import regulations, customs processes, and trade documentation (Form M, PAAR, etc.).
• Strong proficiency in MS Office (Excel, Word, Outlook).
• Excellent organizational and time management skills.
• Exceptional attention to detail and accuracy.
• Strong communication and interpersonal skills for effective client and stakeholder engagement.

Core Competencies:

• Regulatory Compliance: Deep understanding of import/export regulations and documentation procedures.
• Process Management: Ability to manage multiple documentation processes with accuracy and speed.
• Client Service Orientation: Strong commitment to client satisfaction and proactive communication.
• Analytical Thinking: Skilled at identifying documentation issues and providing practical solutions.
• Team Collaboration: Cooperative approach to achieving team and organizational goals.

Application Closing Date
20th November, 2025.