Executive Assistant to the Managing Director

1. Executive Support

● Manage the MD’s calendar, appointments, meetings, and daily schedule.

● Prioritize meetings and commitments based on business importance and urgency.

● Prepare daily and weekly schedules and ensure timely execution of priorities.

● Coordinate internal and external meetings on behalf of the MD.

● Prepare meeting agendas, briefing notes, presentations, and supporting documents.

● Attend meetings when required and prepare accurate Minutes of Meeting (MoM) and action trackers.

● Monitor commitments and follow up with relevant stakeholders to ensure timely completion.

● Act as a key communication bridge between the MD and internal and external stakeholders.

2. Communication & Correspondence

● Manage incoming and outgoing emails, letters, and official correspondence.

● Draft, proofread, and format professional business correspondence on behalf of the MD, when required.

● Track and follow up on important emails, requests, proposals, and commitments.

● Coordinate communications with clients, business partners, overseas agents, vendors, government authorities, and other stakeholders.

● Ensure matters requiring the MD’s attention are escalated promptly and appropriately.

3. Business Coordination

● Coordinate with department heads and senior management on matters assigned by the MD.

● Track strategic initiatives, assignments, deadlines, and outstanding actions.

● Maintain executive-level trackers, dashboards, and follow-up reports where required.

● Assist in preparing management reports, presentations, business updates, and basic analysis.

● Conduct basic business research and compile information required for decision-making.

● Support the MD in business development activities and external engagements.

● Assist in preparing for client meetings, partner meetings, management meetings, and corporate events.

4. Travel & Logistics

● Coordinate domestic and international business travel arrangements.

● Manage flight bookings, hotels, transportation, visas, itineraries, and meeting schedules.

● Prepare comprehensive travel itineraries and supporting documentation.

● Coordinate travel-related meetings and appointments.

● Handle last-minute changes and travel-related issues efficiently.

5. Confidentiality & Information Management

● Handle confidential business, financial, commercial, employee, and personal information with absolute discretion.

● Maintain organized digital and physical records.

● Ensure sensitive documents and communications are appropriately secured.

● Maintain an effective filing and document-management system.

● Exercise sound judgment regarding information that should be shared, escalated, or kept confidential.

6. Office of the Managing Director

● Maintain an organized and efficient workflow within the Office of the MD.

● Coordinate requests directed to the MD and ensure appropriate routing and follow-up.

● Prepare daily priority lists and follow-up schedules.

● Maintain calendars, contact databases, meeting records, and executive documentation.

● Support special projects and assignments initiated by the MD.

Key Performance Areas

Performance will be evaluated based on:

● Time Management: Effective protection and optimization of the MD’s time.

● Execution: Timely completion and follow-up of assigned actions.

● Accuracy: High level of accuracy in documents, schedules, communications, and information.

● Responsiveness: Ability to respond quickly and appropriately to changing priorities.

● Confidentiality: Absolute discretion in handling sensitive information.

● Communication: Professional and effective communication with internal and external stakeholders.

● Organization: Ability to maintain structured records, schedules, and workflows.

● Proactivity: Ability to anticipate requirements rather than simply wait for instructions.

● Professionalism: Consistently representing the MD and MLG Cargo Limited with professionalism and discretion.