Executive Assistant – Managing Director’s Office

Reporting directly to the Deputy Managing Director – Operations (DMD-Operations), the Executive Assistant is tasked with providing high-level secretarial and administrative support to ensure the smooth and efficient functioning of the Managing Director's Office. This role is vital in coordinating the daily operations of the office, managing communications, and supporting the DMD-Operations in fulfilling the strategic objectives of Cmrai.

KEY RESPONSIBILITIES:

The selected candidate will be responsible for:

Managing the daily operations of the Managing Director's Office, including scheduling meetings, appointments, and coordinating travel arrangements;
Preparing and organizing documents, reports, and presentations for the DMD-Operations and other senior executives;
Handling confidential information with the utmost discretion and ensuring that sensitive materials are securely managed;
Coordinating communications within the Managing Director's Office, including responding to inquiries, drafting correspondence, and liaising with internal and external stakeholders;
Providing administrative support during meetings, including preparing agendas, taking minutes, and following up on action items;
Assisting in the preparation and management of the office budget, including processing invoices and expense reports;
Supporting the DMD-Operations in project management tasks, including tracking progress and ensuring deadlines are met;
Organizing and maintaining filing systems, both electronic and physical, to ensure easy access to important documents and records;
Coordinating events, conferences, and workshops hosted by the Managing Director's Office;
Acting as a point of contact between the Managing Director's Office and other departments, ensuring clear and efficient communication;
Providing backup support to other administrative staff within the organization as needed;
Managing special projects and performing other related duties as assigned by the DMD-Operations.

REQUIRED QUALIFICATIONS:

A Bachelor’s degree in Business Administration, Office Management, or a related field from an accredited institution;
At least five years of experience in an executive assistant or similar administrative role, preferably within a regulatory or financial services environment;
Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple responsibilities simultaneously;
Excellent written and verbal communication skills, with a keen attention to detail;
Proficiency in Microsoft Office applications, including MS Word, Excel, PowerPoint, and Outlook;
Ability to handle confidential information with discretion and professionalism;
Strong interpersonal skills, with the ability to work effectively with senior executives, staff, and external stakeholders;
Proven ability to work independently and take initiative while also being a team player;
Experience in project management and event coordination would be an asset;
Commitment to continuous professional development and the ability to adapt to a fast-paced work environment.