Personal Assistant to Managing Director (Sales & Project Operations)
Job Summary
We are seeking a highly organized, proactive, and detail-oriented Personal Assistant to support the Managing Director (MD), who oversees Sales and Project Operations in the elevator/escalator industry. This role requires strong administrative, coordination, and communication skills in a fast-paced environment.
Responsibilities
- Provide comprehensive administrative support to the Managing Director, including managing calendar, meetings, appointments, and travel arrangements to optimize time and priorities
- Prepare accurate reports, presentations, and correspondence on behalf of the MD to facilitate informed decision-making
- Screen and prioritize calls, emails, and requests to ensure timely and appropriate responses
- Handle confidential information with discretion and maintain professionalism in all communications
- Track sales activities, proposals, and pipeline updates to support sales team effectiveness
- Prepare sales reports, dashboards, and performance summaries to monitor progress and outcomes
- Coordinate meetings with clients, partners, and internal sales teams to foster collaboration and alignment
- Follow up on sales leads, quotations, and contract documentation to support business development
- Support project tracking by monitoring timelines, milestones, deliverables, and documentation across multiple elevator projects
- Assist in preparing project status reports and operational reviews to keep stakeholders informed
- Act as a liaison between the MD and internal/external stakeholders to facilitate clear communication
- Organize internal meetings, record minutes, and track action items to ensure accountability
- Maintain organized digital and physical filing systems for efficient information retrieval
- Manage expense claims, invoices, and basic budget tracking to support financial accuracy
- Support event planning, client visits, and company functions to enhance stakeholder engagement
Required competencies and certifications
- Diploma or Bachelor's Degree in Business Administration or related field
- 3-5 years of experience as an Executive Assistant or Personal Assistant, preferably with exposure to engineering, construction, or elevator industry
- Proficiency in Microsoft Office applications (Excel, PowerPoint, Word, Outlook)
- Ability to work independently, prioritize tasks effectively, and meet deadlines
- High level of integrity and ability to maintain confidentiality
Preferred competencies and qualifications
- Experience supporting senior executives in sales-driven or project-based environments
- Familiarity with project management tools or CRM systems
- Basic understanding of elevator/escalator industry or construction projects
Other Information
Reporting Line
- Reports directly to the Managing Director
