Executive Assistant To GM - India

Executive Assistant - GM India

Position : Executive Assistant (Deputy Manager Level

Work Location : Gurgaon

Shift : General

Mode : Hybrid (3 days from office, 2 days from home)

Experience : 8+ Yrs

Must : Stability and Maturity to assist MD level executive, with good presentation skills in (word, excel and PPT) with MBA (preferably in operations)

We are looking for people who :

- Can demonstrate a keen interest and enthusiasm to understand their Stakeholder's priorities

- Are self-starters but also team players ready to help others and contribute to the overall success

- Listen, understand, question and deliver; and are reliable and responsive, and worked in an environment of "client first"

- In short, we are looking for people who are motivated by client satisfaction and who strive to exceed the expectations of their clients.

The broad scope of the role involves supporting allocated stakeholders as an Executive Assistant and providing administrative services. This position will be a great learning opportunity for the right candidate looking to gain from the experience and pursue further studies/career. The role will be part of the Executive Assistant Hub ('EA Hub') and will include working as part of a team to ensure a high-quality service to all stakeholders.

Key responsibilities :

The EA will provide administrative assistance and support to their stakeholders, including (but not restricted to):

- Monitor/ manage inbox and revert on behalf of the leader, if directed so

- Provide administrative services including general diary management, booking, arranging and management of meetings, preparing documentation for meetings, planning events, organising travel and preparing travel itineraries, correspondence and prioritising emails

- Coordinate and facilitate meetings as required, including attending such meetings, the taking of minutes and timely producing of action points/notes

- Assist with the raising and tracking of invoices, expenses and purchase orders. Supporting with updates for reporting and tracking against budgets where necessary

- Management of document control on iManage (document storing software), and maintenance of other related software or tools allocated stakeholders use

- Maintain confidentiality at all times and maintain respect and confidence of stakeholders

- Work closely with your stakeholders through regular correspondence

- Provide administrative support in the delivery of assignments and initiatives including document production, assist on creation of presentations and maintenance based on information provided and as required

- Conduct research, collect and analyse data to prepare reports & documents as directed and when required; reviewing reports to ensure the information is accurate, reflects delivery and that risk and issues are escalated

- Assisting to draft monthly status reports, and other reports as required in relation to stakeholder projects

- Ensure all correspondence and relevant materials are produced in a timely and accurate manner

- Support the coordination and facilitation of key processes

- Comply with all policies, procedures, legal and regulatory requirements and ensure highest levels of integrity

- Be a team-player in the EA Hub at Delhi office, participate in all activities and buddy new joiners where necessary.

Skills and Experience :

- Qualification: Bachelor's degree/Masters/MBA from a reputed institute

- 8+ years' experience, preferably in a multinational organisation with exposure to multiple cultures

- Proven experience as an Executive Assistant or personal secretary to Senior Management, preferably involving minute taking and creation of presentations and Excel spread sheets

- Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities

- In-depth understanding of entire MS Office suite (Word, Outlook, PowerPoint and Excel)

- Ability to learn quickly, be curious and willing to get things done necessary to fulfil the requirements of the role and meet the business needs

- Ability to organize a daily workload by priorities

- Must be able to work and meet deadlines in a fast-paced, time pressured, quickly changing environment both on your own and as part of a wider team

- Project/programme experience is preferred though not essential as coaching will be provided.

Analytical Skills :

- Ability to deal with new and unfamiliar situations

- Ability to make effective decisions based on information or guidance available

- Ability to break down problems into component parts in order to decide next course of action

- Ability to think of ways to improve quality of service based on an understanding of the needs and concerns of the stakeholders.

Communicating & Influencing :

- Very good written and verbal communication skills

- Excellent attention to detail

- Approachable, helpful and flexible.