BACKGROUND

The Malawi Agricultural and Industrial Investment Corporation (MAIIC) Plc is a local development finance institution (DFI) incorporated in November 2018 under the Company’s Act of 2013.

The company was established to bridge the long-term financing gap in Malawi and spearhead private sector development. MAIIC is a commercially oriented DFI set up to play a leading role in socio-economic development in the country.

Applications are invited from suitably qualified and experienced candidates to fill the following position:

Executive Assistant

The Executive Assistant will be responsible for the provision of administrative and strategic support to the Managing Director.

The role serves as the primary liaison between the Managing Director, executive leadership, board members and external stakeholders. The Executive Assistant will report to the Managing Director.

Description

• Manage, prioritise and optimize the Managing Director’s daily calendar.
• Coordinate travel itineraries including flights, accommodation, visas and transport.
• Filter, prioritise and routing internal communications (emails, phone calls and document approvals, drafting responses where appropriate.
• Coordinate Board and executive meetings, including calendar scheduling, room reservation and technology set-up.
• Take concise, accurate meeting minutes and track action items to ensure post-meeting completion.
• Track on-going institutional initiatives and report status updates to the Managing Director.
• Review, proofread and format corporate documents, memos and external communications for the Managing Director’s review and signature.
• Maintain organized digital filing systems for records, and confidential materials.
• Creating and preparing reports, presentations and, formal documents for upcoming Managing Director engagements

Requirements

• Bachelor’s degree in business administration, communications or a related field preferred.
• Proven experience as an Executive Secretary with at least 3 years directly supporting a Managing Director or C-suite executive.
• Advanced proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook and Teams).
• Excellent written and verbal communication skills.
• Strong organizational and time management skills
• High degree of discretion and integrity handling confidential data.
• Excellent interpersonal skills.
• Attention to detail.
• Proactive problem solver who can manage shifting priorities with composure in a fast-paced corporate environment.

• Manage, prioritise and optimize the Managing Director’s daily calendar.
• Coordinate travel itineraries including flights, accommodation, visas and transport.
• Filter, prioritise and routing internal communications (emails, phone calls and document approvals, drafting responses where appropriate.
• Coordinate Board and executive meetings, including calendar scheduling, room reservation and technology set-up.
• Take concise, accurate meeting minutes and track action items to ensure post-meeting completion.
• Track on-going institutional initiatives and report status updates to the Managing Director.
• Review, proofread and format corporate documents, memos and external communications for the Managing Director’s review and signature.
• Maintain organized digital filing systems for records, and confidential materials.
• Creating and preparing reports, presentations and, formal documents for upcoming Managing Director engagements

• Advanced proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook and Teams).
• Excellent written and verbal communication skills.
• Strong organizational and time management skills
• High degree of discretion and integrity handling confidential data.
• Excellent interpersonal skills.
• Attention to detail.
• Proactive problem solver who can manage shifting priorities with composure in a fast-paced corporate environment.

• Bachelor’s degree in business administration, communications or a related field preferred.
• Proven experience as an Executive Secretary with at least 3 years directly supporting a Managing Director or C-suite executive.