Executive Assistant to the Managing Director at LS Scientific

Job Description

• Maintain a calendar of appointments, meetings, travel missions, and other events for the MD, and implement all associated organizational arrangements.
• Ensure the MD is well-prepared for daily meetings; assist in the preparation of presentation documentation, and correspondence; collate, copy, produce, and distribute, within tight deadlines, reports and presentations for internal and external meetings.
• Attend meetings as needed with and on behalf of the MD to provide administrative support, take notes, and follow up on action items.
• Coordinate logistics for meetings, including room reservations, visa procurement, audio-visual equipment setup, and catering arrangements.
• Serve as the primary point of contact for the MD, screening and prioritizing incoming calls, emails, & correspondence.
• Draft and prepare emails, letters, reports, and other documents on behalf of the MD with accuracy and professionalism.
• Ensure timely responses to inquiries & requests, providing information or redirecting to appropriate channels as necessary.
• Utilize technology tools and software applications to streamline executive administrative processes and enhance productivity.
• Coordinate cross-departmental projects to ensure alignment and timely completion. • Support the MD in various special projects, initiatives, and strategic initiatives as assigned, demonstrating initiative, creativity, and problem-solving skills.
• Assist with budget preparation and expense tracking for the executive office.

Requirements
Knowledge, Skills, & Experience:

• Minimum of 3 – 5 years post-graduate experience in a similar role within a structured corporate environment.
• A Bachelor’s Degree or its equivalent
• Knowledgeable in the use of technology scheduling tools and Microsoft Office applications
• Strong oral and written communication skills
• Ability to work with sensitive information and maintain a high level of confidentiality and discretion.
• Proven track record of execution and meeting deadlines in fast-paced environments.
• Strong process and project management abilities with keen attention to detail.
• Self-motivated, critical thinker adept at working independently and in teams.
• Highly ethical and comfortable challenging norms.
• Willingness and ability to travel as necessary
• Proficiency in the use of Google Workspace, Notion, Trello, Jira, Asana and related tools