Executive Assistant to the GMD

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).