Executive Assistant

Description

• Plan and organize so that activities are completed accurately and on time. Activities may include preparing documents, screening and responding incoming correspondence, inquiries, phone calls, drafting letters and official information releases, arrange and attend meetings, take and distribute minutes.
• SPOC for employee car lease program. Ensure end to end coordination of activities related to car lease right from application assistance, execution to lease closure formalities.
• Prepare and manage facility budgets, track expenses, and implement cost-saving initiatives.
• Carry out special work as directed by Regional Business Leader.
• Manage day-to-day operations of the site including housekeeping, security, cafeteria, and utilities.
• Handle information confidentially and maintain the security of Executive’s records and files.
• Coordinate with external vendors and service providers for facility-related contracts, negotiations, and performance monitoring.
• Liaison with Executive Assistant of Senior Leaders of key customer accounts to facilitate the critical meetings and discussions.
• Perform administrative tasks using independent judgment and discretion.
• Lead the organization of division-wide meetings when requested.
• Ensure adherence to statutory requirements, conduct regular audits, and maintain documentation.
• Manage multiple priorities & task
• Oversee preventive and corrective maintenance of equipment, HVAC, electrical, and plumbing systems. Ensure compliance with health, safety, and environmental standards.
• Manage Site leader appointments and schedules. Make travel arrangements to make best use of their time.
• Effectively network with global leader’s offices to ensure smooth collaboration with other regional EAs and adopt/exchange best practices.
• Assist HR function in executing Long Service Awards Program.
• Facilitate the smooth communications between the Regional Business Leader and other stakeholders internally and externally.
• Lead global leadership team visits. Responsible for planning and executing agenda and logistics management.
• Collaborate with functional leaders to follow up on actions directed by Business leader and ensure timely closure.

Requirements

• High integrity and openness combined with commitment to good governance
• Experience of at least 10years as an Executive Assistant with reputed MNC organizations.
• University Degree - Any Graduation from reputed College/University is preferred.
• Exposure to global stakeholders/teams across multiple time zones will be preferable.
• Should have work experience with assisting Leadership/Management level executives
• Good at time management & planning skills
• Proficient with MS Office especially Excel and Powerpoint.
• Strong communication and interpersonal skills
• Multi-lingual (French/Duetsch) skills will be an added advantage.
• Tactful, diplomacy and discretion

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance