Job Title: Executive Assistant (SVP Global Talent Management and Development

Location: Mumbai (Goregaon or Airoli)

Purpose of the job: The Executive Assistant provides comprehensive administrative and operational support to the C Level Senior Executives, of Global Talent and Development team. This role involves managing schedules, coordinating meetings, and facilitating communication across departments to ensure the seamless operation of processes. The position requires a highly organized individual with excellent communication skills, attention to detail, and the ability to handle multiple priorities in a fast-paced environment.

Context and main issues: The Executive Assistant plays a critical role in ensuring efficiency and organization of C Level Senior Executives. Key challenges include:

Managing high volumes of administrative tasks with competing deadlines.
Maintaining accurate and organized records to support operational efficiency.
Handling sensitive and confidential information with discretion.
Coordinating communication across different teams and time zones.
Adapting to evolving business priorities and process changes.

Main assignments: The Executive Assistant supports C Level Senior Executives, including the following duties/responsibilities:

Administrative Support: Manage daily administrative tasks and maintain records with respect to interview co-ordination with the panel
Large meetings and Event Coordination: Schedule and organize meetings, including preparing agendas and booking meeting spaces -room blocks, dinner arrangements, catering and other meeting logistics.
Calendar Management: Maintain and coordinate the calendar for C Level Senior Executives, ensuring efficient time management.
Travel Coordination: Arrange travel itineraries, accommodations, and logistics for C Level Senior Executives and other team members as required.
Document Management: Organize and maintain digital files for easy retrieval and secure storage.
Expense Reporting: Prepare and submit expense reports, ensuring compliance with company policies for C Level Senior Executives.
Additional duties to be determined
Ability to create a Power Point presentation, if needed.

Accountabilities:

Accountabilities will vary by area of responsibility, accountabilities may include:
Efficient Support: Provide high-quality administrative support for the C Level Senior Executives
Accurate Records: Maintain accurate and up-to-date records to facilitate smooth operational workflows.
Effective Communication: Ensure timely and clear communication within the department and with external stakeholders.
Operational Efficiency: Contribute to the overall efficiency for C Level Senior Executives through proactive process management.
Confidentiality: Handle sensitive information with professionalism and discretion.

Person specification:

Qualification: MBA with 2 years of experience or Graduate with 5 years of experience.
Previous experience as Executive Assistant to Senior Leaders preferred.
Language: Strong verbal and written communication skills in English
and action-oriented approach.
Strong organizational and time-management abilities.
High Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Adaptability to changing priorities and business needs.
High attention to detail and problem-solving skills.
Excellent interpersonal skills and professionalism, with the ability to interact with C Level Senior Executives and their staff.
High level Customer Service Oriented.
Ability to manage multiple tasks and meet deadlines in a dynamic environment.
Soft Skills: Communication and intercultural understanding

Competencies:

Time Management: Efficiently manages competing priorities.
Customer Focus: Dedicated to meeting the expectations of internal and external stakeholders.
Result Orientation: Committed to delivering quality outcomes.
Communication: Strong verbal and written communication skills.
High Attention to Details: Ensures accuracy in tasks and deliverables.
Intermediate to Advanced Technology Proficient: Proficient in office tools and document management systems.

Executive Assistant to SVP Global Talent Management and Development