Executive Assistant to the Managing Director

About the Company

Independent Food Company encompasses some of the most recognised hospitality brands in the region, including SALT, Somewhere, Parker's, Shalwa, and Public. The organisation is rapidly expanding its portfolio through both organic growth and acquisitions, aiming to strengthen its position in existing and new markets. Throughout this growth, the company prioritises hiring high-quality talent as a key pillar of its development.

Job Overview

The Executive Assistant (EA) role supports the Managing Director (MD) with top-level administrative, executive, and project management responsibilities. This position serves as a strategic gatekeeper and facilitator, managing the MD’s complex schedule, travel plans, and communications with stakeholders across multiple internal and external parties. Beyond traditional EA duties, this role demands strong project management office (PMO) expertise to monitor projects, review reports prior to meetings, enforce accountability across departments, and ensure follow-up on critical action items, all with utmost confidentiality.

Core Responsibilities

• Oversee and maintain the MD’s demanding and multifaceted calendar, prioritising appointments and strategic commitments while managing access and scheduling conflicts efficiently.
• Provide the MD with comprehensive preparatory materials, background information, and briefing notes ahead of meetings.
• Arrange detailed domestic and international travel including itineraries, accommodations, transfers, and necessary documentation, and prepare related expense reports and agenda packets.
• Act as a professional intermediary between the MD, senior leadership, internal teams, and external stakeholders to maintain effective communication and collaboration across the organisation.
• Monitor project timelines assigned by the MD, drive accountability through cross-departmental tracking, and proactively follow up on outstanding tasks.
• Facilitate executive meetings by preparing agendas, capturing precise meeting minutes, and ensuring post-meeting action items progress as planned.
• Review and validate incoming reports, proposals, and presentations to confirm accuracy and completeness before MD review.
• Coordinate with department heads and presenters to ensure all relevant parties are fully prepared for meetings with supporting documentation and aligned deliverables.
• Draft, format, and produce confidential executive correspondence, reports, and presentation materials for internal and external distribution.
• Maintain strict confidentiality of all sensitive executive information, strategic documents, and personnel records to protect operational integrity.

Professional Qualifications

• Bachelor’s degree in Business Administration, Management, or a related discipline.
• At least 5 to 7 years of experience supporting senior executives such as Managing Directors or C-Suite officers, preferably in Executive Assistant, Business Operations, or PMO roles.
• Advanced skills in Microsoft Office applications including Outlook, Word, Excel, and PowerPoint, as well as familiarity with project management software tools.
• Proven experience in reviewing business documents, analyzing project status updates, tracking complex deadlines, and summarising key insights for leadership.

Personal and Interpersonal Attributes

• Highly proactive with the ability to identify potential risks or operational issues before they impact the MD.
• Excellent communication abilities, both written and oral, suitable for interacting with executives and departmental leaders.
• Strong organisational aptitude and multi-tasking skills to manage competing priorities under pressure effectively.
• Diplomatic approach to stakeholder relationship management, capable of assertive yet courteous follow-ups.
• Absolute commitment to confidentiality and discretion at all times in handling sensitive information.