Executive Assistant to the GMD

Job title : Executive Assistant to the GMD

Job Summary

The Executive Assistant to the GMD will provide high-level administrative, strategic, and operational support to the Group Managing Director. The role requires exceptional organizational ability, discretion, and professionalism in managing executive priorities, facilitating communication, and representing the GMD when required. The incumbent will ensure seamless coordination of activities, efficient information flow, and effective execution of executive directives across the organization.

Key Responsibilities

• Serve as the primary point of contact between the GMD and internal/external stakeholders, including executives, employees, clients, and partners.
• Manage and coordinate the GMD’s calendar, including scheduling Management Performance Review (MPR), Stakeholder Meetings, Head of Department (HOD) Meetings, and other executive engagements.
• Coordinate logistics, documentation, and follow-ups for all key meetings (MPRs, stakeholder engagements, executive committee sessions, and HOD meetings).
• Take detailed minutes during meetings (including MPRs and strategic sessions) and track action points to ensure timely execution.
• Organize and coordinate travel arrangements, including itineraries, accommodations, and logistics.
• Manage information flow, ensuring timely and accurate dissemination of reports, briefs, and correspondence.
• Prepare high-quality presentations, reports, memos, and executive summaries for meetings and engagements.
• Screen phone calls, emails, and visitors, and handle correspondence appropriately.
• Track daily expenses and prepare periodic financial and administrative reports.
• Maintain and organize electronic and physical filing systems for easy retrieval of documents.
• Act as an office coordinator, ensuring availability of supplies and smooth administrative operations.
• Supervise and guide clerical and administrative staff where necessary.
• Represent the GMD in meetings and engagements as required, including stakeholder interactions.
• Support the GMD in executing strategic initiatives, business reviews, and special projects.
• Carry out any other duties as assigned by the GMD.

Skills and Competencies

• Excellent written and verbal communication skills.
• Strong organizational, planning, and time-management abilities with capacity to handle multiple priorities.
• High level of discretion, integrity, and confidentiality.
• Strong interpersonal and stakeholder management skills.
• Ability to effectively coordinate high-level meetings and follow through on deliverables.
• Sound judgment, decision-making, and problem-solving capabilities.
• Proven ability to work under pressure and meet tight deadlines.
• High level of professionalism and executive presence.
• Strong analytical and reporting skills.
• Proactive, flexible, and result-oriented mindset.
• Ability to innovate and continuously improve processes.
• Willingness to travel when required.

Technical & Functional Requirements

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong working knowledge of Enterprise Resource Planning (ERP) systems, preferably SAP.
• Familiarity with digital collaboration and productivity tools.
• Experience in preparing executive dashboards, reports, and meeting packs (especially for MPRs and executive reviews).

Education, Experience & Knowledge

• A Bachelor’s Degree in Social Sciences, Business Administration, or a related discipline.
• An MBA or relevant professional certification (e.g., ICAN) will be an added advantage.
• Minimum of 8 years’ experience in a similar Executive Assistant or senior administrative role supporting top management.
• Prior experience within a fast-moving consumer goods (FMCG) company is strongly preferred.
• Demonstrated experience supporting C-suite executives and coordinating high-level corporate meetings (e.g., MPR, Board/Stakeholder sessions).