lllllllllllllllllllApril 24, 2024

Executive Assistant

  • Financial Services
  • Full Time, Permanent
  • 2 months ago
  • Hyderabad

Job Information

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    Salary Rupees Not Disclosed / Monthly
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    Shift Morning
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    No. of Openings 1 opening
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    Job Level : Executive
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    Job Experience : 4 year
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    Job Qualifications Bachelor

Job Description

Role & responsibilities

Executive Assistant Job Description:

Client & Customer Management (Internal):

  • Coordinate the daily calendars of senior managers, plan appointments, and events.
  • Schedule and organize client and other meetings.
  • Support senior managers to ensure their needs are met, and assist colleagues in managing internal relationships.
  • Act as the primary point of contact for colleague requests, scan for urgency and confidentiality, answer, redirect, monitor, and follow-up.
  • Maintain and update PTO and event calendars.
  • Code and organize all relevant project documents, managing the archiving process in Google Drive.

Facilities:

  • Deliver specified outcomes and/or assist others in designated facilities management activities using existing systems and protocols.
  • Plan and coordinate the recognition of flowers/gifts for colleagues and clients.
  • Maintain profiles and new user information in Egencia Travel and monitor data accuracy.
  • Support identified invoicing and payment processes under the oversight of the Executive Support Manager.

Internal Communications:

  • Write and distribute posts for birthdays, anniversaries, and welcome new colleagues on Connect.
  • Maintain address and anniversary lists for Growth Office, Enterprise Customers, and Enterprise Finance.

Logistics/Arrangements:

  • Schedule and coordinate meetings with single/multiple internal and external parties and monitor attendance and invitation follow-up.
  • Responsibilities for the Executive Assistant working with the onshore/offshore Leadership team:

Calendar Management:

  • Manage calendars effectively, considering time zones, providing timely responses, and handling logistics for various meetings.

Travel:

  • Coordinate visa processes, manage bookings and cancellations (tickets, hotel, cab), arrange insurance, and handle web check-ins.
  • Organize logistics for stakeholder visits, including invitation letters, cabin bookings, and airport/hotel pick-ups.

Expense Reports:

  • Reconcile Amex statements, raise expenses (mobile and travel), track reimbursements, and manage benefit reimbursements (medical claims, club membership, car lease).
  • Provide support for IT returns.

Events Management:

  • Maintain an events calendar, including birthday/anniversary reminders and coordination of practice events, team-building events, and floor coordination.

Procurement Support:

  • Assist with procurement activities as needed.

Space Management:

  • Collaborate with the Local Management team on space-related matters.

Teams and ELT Communications Management:

  • Manage distribution lists and purchase order processes, including a basic understanding of purchase orders.

Knowledge Repository:

  • Establish storage and file all correspondence for cross-functional knowledge management.

Presentation Preparation and Support:

  • Prepare presentations, emails, draft contracts/renewal letters, abstracts, and presentations for review meetings.

To be successful in this role, you should have

  • Attention to detail, a solid understanding of relevant business aspects, and adaptability.
  • Strong interpersonal and cross-functional communication skills.
  • International experience working with Executive Leaders is a must.

Qualifications:

  • Bachelor’s degree in Human Resources, Business Administration, or a related field; Master’s degree preferred.
  • Proven experience in HR operations, with progressively increasing leadership responsibilities.
  • Strong knowledge of HR practices, policies, and employment laws.
  • Demonstrated ability to lead and manage a team effectively.
  • Excellent communication, interpersonal, and organizational skills.
  • Proficiency in HRIS, MS Office Suite, and HR-related software.
  • Change management expertise and experience in process improvement initiatives.
  • Strategic thinking and problem-solving abilities.

Shift Timings:

  • Coverage is from 8 AM to 5 PM (EST), equivalent to 6:30 PM to 3:30 AM IST (Daylight Savings adjustments as per the EST time zone).
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