Admin Manager (Managing Director Office)
, MD, United States
PA, EA & Secretarial (Administration & Office Support)
Job Description: Administrative Manager for Managing Director's Office
Position Overview: As the Administrative Manager for the Managing Director's Office, you will be responsible for providing comprehensive administrative support to the Managing Director (MD) and facilitating the smooth operation of the executive office. This role requires a high level of organization, discretion, and professionalism to handle sensitive information and complex tasks effectively.
Key Responsibilities:
Executive Support:
Act as the primary point of contact for the Managing Director, managing their schedule, emails, and phone calls.
Coordinate and prioritize appointments, meetings, and travel arrangements, ensuring optimal use of the MD's time.
Prepare meeting agendas, take minutes, and follow up on action items as directed.
Office Management:
Oversee the day-to-day operations of the executive office, including maintaining office supplies, equipment, and facilities.
Manage incoming and outgoing correspondence, including mail and electronic communications, in a timely and professional manner.
Ensure the confidentiality and security of sensitive information and documents.
Communication and Coordination:
Facilitate communication between the Managing Director and internal/external stakeholders, including executives, clients, and partners.
Liaise with other departments and teams to coordinate activities, projects, and initiatives on behalf of the Managing Director.
Prepare and distribute reports, presentations, and other materials as requested by the MD.
Administrative Support:
Provide administrative support to the Managing Director, including drafting correspondence, proofreading documents, and managing filing systems.
Assist with special projects, research tasks, and other assignments as needed.
Anticipate the MD's needs and proactively address any issues or challenges that arise.
Supervise and mentor administrative staff members assigned to support the executive office, providing guidance and training as necessary.
Foster a positive and collaborative work environment within the administrative team, promoting productivity and professional development.
Qualifications:
Bachelor's degree in business administration, management, or a related field preferred.
Proven experience in an administrative role supporting senior executives or management teams.
Excellent organizational and time management skills, with the ability to prioritize tasks and multitask effectively.
Strong communication skills, both written and verbal, with a high level of professionalism and diplomacy.
Proficiency in office software applications, including Microsoft Office suite and email/calendar management tools.
Discretion and confidentiality when handling sensitive information and matters.
Ability to work independently with minimal supervision and thrive in a fast-paced, dynamic environment.
Company information Registration No.
Your application will include the following questions:
How many years' experience do you have as a managing director?
Do you have secretarial experience?
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