Job Title: Personal Assistant to MD

Personal Assistance

• Manage and maintain the MD’s calendar by prioritizing inquiries and requests, exercising judgment on time required, and providing recommendations to ensure smooth day-to-day engagements.
• Prepare, organize, and coordinate agendas, presentations, materials, and logistics for conferences, meetings, and events.
• Coordinate and manage employment regulatory requirements (work permits, work visas, legal compliance) and all travel arrangements (flight bookings, visa applications, hotel bookings, etc.).
• Provide timely support on Travel and Entertainment claims as well as Home Leave claims preparation and submission for the MD.

Office Administration Leadership

• Act as travel manager for all company business travelers, ensuring hotels, flights, ground transportation, visas/permits, and other compliance requirements are efficiently managed.
• Lead office moves, repairs, maintenance, and enhancements, ensuring compliance with mandatory health and safety practices.
• Handle lease agreements (office, parking, MD’s residence, and other non-local lease agreements, if applicable).
• Manage all company car-related matters, ensuring accuracy of data/information and recommending improvements in efficiency, including:
• Lease/agreements (new, renewal, terminations)
• Registrations
• Insurance and claims
• Repairs and maintenance
• Fuel consumption monitoring
• Handle corporate mobile unit/line issuances (renewals, new activations, and terminations).
• Manage the Receptionist in attending to all office administrative matters and act as back-up support when needed to ensure smooth office operations.
• Oversee company drivers’ performance.
• Provide support to other ad-hoc tasks as assigned.

Requirements

• Bachelor’s degree.
• Minimum of 3 years’ experience as a Personal Assistant/Executive Assistant.
• Relevant office administration and/or people management experience is an advantage.
• Knowledge of travel management and processes.
• Strong proficiency in Microsoft Office applications.
• Good communication skills.
• Fluency in English.