Executive Assistant

Overview

Support one or more C-level Executives in the APJ region as a liaison and administrator, and manage the day-to-day operation of the assigned office.

What you'll do

• Create organized, professional, audience-appropriate written materials, including correspondence, presentations and reports.
• Manage travel, including meeting scheduling, background material preparation, flights, ground transportation and itinerary creation.
• Manage board and other senior executive meeting logistics, including agendas, internal and external communications, presentation materials, travel arrangements, expense spend, and preparation and recording of minutes.
• Process email on the Executive's behalf where appropriate, determine priority of action, and draft responses.
• Handle multiple demands and ad hoc issues, adjusting priorities and expectations that may arise outside core business hours.
• Liaise with other departments to obtain signatures or approvals from C-level executives on documentation and contracts, and ensure they flow through the office in a timely manner.
• Organise the office layout, maintain supplies of stationery and equipment, and maintain office condition and necessary repairs.
• Arrange regular testing of electrical equipment and safety devices.
• Coordinate schedules, appointments and bookings for the office(s).
• Welcome customers into the office.
• Arrange and coordinate meetings at the location, including preparing documents, booking meeting rooms and organising catering.
• Maintain the supply room and inventory, and local campus delivery services.
• Maintain equipment and service contract files, and negotiate with vendors for best service and price.
• Prepare and maintain an operating budget for office services, monitor performance against budget, and approve all invoices.

What you'll need

• 5 to 10 years of relevant work experience.
• Associate Degree.
• Ability to execute instructions and request clarification when needed.
• Ability to use common office equipment.
• Strong data entry skills.
• Ability to recognize and attend to important details with accuracy and efficiency.
• Ability to demonstrate complex problem solving, critical thinking, and decision-making.
• Ability to interact effectively with managers and above.
• Ability to understand, communicate, and collaborate effectively with people across various identities.
• Ability to converse and write effectively in English and other local or regional language.
• Ability to create and conduct formal presentations.
• Ability to negotiate skillfully and promote or sell ideas persuasively.
• Strong leadership skills, with a willingness to lead, create new ideas, and be assertive.
• Strong organizational and time management skills, driving tasks to completion.
• Ability to adjust readily to change and adapt as needed.
• Ability to work constructively under stress and pressure with high workloads and deadlines.
• Ability to maintain and promote social, ethical, and organizational standards in internal and external business activities.
• Ability to work independently with minimum supervision.
• Ability to effectively multi-task.
• Ability to maintain confidentiality of sensitive information.
• Ability to collaborate and build solid, effective working relationships.
• Ability to be sensitive to the needs, concerns, and feelings of others.

Details

• Location: Pune, India.
• Professional office environment.
• Occasional non-standard work hours or overtime as business requires.
• On-call availability required as necessary.
• Local (in-country) travel required.