Executive Assistant

Executive Assistant (Investment Banking) - Senior Associate

Job Location - Gurgaon

Mode - Hybrid

Job Purpose

We are seeking a highly organized and proactive Senior Associate with 4 to 7 years of experience to join our team. The successful candidate will be responsible for a variety of administrative and operational tasks, including email and calendar management, transcribing calls, data chart pulls, travel and expense management, purchase order management, and other day-to-day support activities. This role requires excellent attention to detail, strong organizational skills, and the ability to manage multiple tasks efficiently. The ideal candidate will be adept at maintaining accurate records, coordinating with stakeholders, and providing comprehensive support to ensure smooth business operations.

Key Responsibilities:

• Email management, calendar management, and expenses
• Transcribing calls if they fall within working hours
• Managing meeting calendars and booking rooms, following up and scheduling finalized meetings, and taking meeting notes
• Travel management: Flight schedules and bookings, hotel reservations, organizing airport transfers, restaurant reservations, and additional assistance as required
• Expense management: Processing invoices, refunds, and reimbursements, ensuring payments are processed, handling credit card settlements, and coordinating with stakeholders for approvals
• Purchase order management: Purchase requisitions and orders on order management systems, obtaining approvals for POs, tracking order invoices, and updating order status
• Organization management: Updating hierarchies, changing line manager details, amending phone book details, scheduling meetings, and arranging transportation for executives
• Other administrative support: Generating reports from MIS systems, collating reports, entering data into CRM systems, documentation, and other day-to-day operational support.

General Responsibilities:

• Implement and act in accordance with Acuity Analytics Information Security Policy.
• Identify risks when working with external parties.
• Ensure information security when dealing with customers.
• Qualifications - Bachelor's degree in Business Administration, Finance, Accounting, Economics, or a related field.
• Proficiency in Microsoft Office Suite, particularly Excel, and Concur/Workday

Skills and Abilities:

• High attention to detail and accuracy.
• Strong problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to work under pressure, especially in a fast-paced environment.
• Ability to work independently, prioritize activities while working on multiple projects and achieve target deadlines
• Strong analytical skills
• Excellent organizational and time management skills.

Shift Timing - 12:30 PM to 9:30 PM IST during daylight saving / 1:30 PM to 10:30 PM IST once daylight saving ends.