Essential Functions
JOB DESCRIPTION
- Executive Assistance
- Setting up recurring meetings as per requirement.
- Gathering & Consolidation of inputs for regular meetings into Presentations well in time for the scheduled day / time.
- Quarterly Communications Meetings - Gathering & consolidation of inputs in Presentation. Moderation during the meeting.
- Business Review Meetings - Gathering & consolidation of inputs in Presentation.
- Moderating meetings whenever required, communicating effectively, developing trust, and employing situational adaptability.
- Travel coordination & allied logistics for MC to be arranged whenever required by collaborating & communicating effectively.
- Undertaking meeting follow-ups, drawing up agendas & structure + maintain business dashboards.
- Branding Activities
- Conceptualization of branding designs required for offices and events, getting these designed from the Global Marcomm team. Conceptualization of non-branding designs for offices and events from local vendors and getting these validated by Global Marcomm.
- Co-ordination with Global Marcomm, sites & vendors for finishing branding/signage work to get branding collaterals like Letterheads, Envelopes, brochures, etc. designed & approved on a case-to-case basis and arranging to then print/fabricate locally well within the stipulated timeline.
- Collaborating to ensure readying event-specific collaterals, if any conform to branding guidelines.
- Corporate Communication
- Content creation (Write-ups, Flyers, Invites, Presentations etc.)
- Dissemination of info like Newsletters, Personnel & Restructuring Announcements, Monthly Communications etc. with Employees in a timely manner.
- Designing & collating regular & event-specific communications as and when they happen.
- Translations of Confidential Letters, Communications, Information Collaterals to local languages Marathi / Hindi as & when required.
- Dissemination of information with Global Marcomm, e.g., CSR, Events etc. to be included in internal publications as & when required.
- Designing customer invites & presentations as & when required. Collaborating with publications to publish articles, editorials, interviews, and advertisements as and when required.
- Active participation in organizing Business Review Meets right from planning, designing the invites, participant documentation for the hotel, coordinating with global marcomm for branding for event, searching for third-party team building, organising event t-shirts & giveaways, co-anchoring the event, and sharing photos & info with Global Marcomm to finally getting participant feedback.
- Carrying out the Master of Ceremony responsibilities for events, whenever required.
- CSR & Employee Engagement/Welfare
- Take an active part in implementing CSR activities to be able to complete them in the stipulated year.
- Be an active helper in brainstorming and implementing employee engagement & welfare activities under the GPTW area to address the issues from the survey as well as newer areas which present themselves.
- Involvement in Global Giving Initiative as one of the site-spocs right from making teasers, collecting ideas, gathering volunteers, coordinating, arranging giveaways, communications in
- English and Marathi to sharing photos and info with Global Marcomm.
- Collaborating with HR and Admin to organize employee engagement & welfare activities all year long, culminating in the Annual Day. Women's Day, Independence Day, Diwali, Men's Day, and Tree Plantation, to name a few.
- Legal & Finance
- Co-ordination with Global Legal for vendor/customer registration requirements and with the Global Legal & Sales team for Agreements / Contracts to help streamline them.
- Communications with vendors/customers on behalf of Finance for adherence to finance-related compliances within stipulated timelines.
Responsibilities
Essential Duties & Responsibilities
- Provides advanced level support to senior vice president, executive vice president or chief executive officer level management.
- Utilizes advanced computer skills to prepare complex correspondence, reports, presentations, charts, tables and forms.
- Uses discretion and judgment when screening visitors and telephone calls, scheduling appointments and organizing work load to meet established priorities.
- Organizes work load to comply with deadlines and priorities and works independently to complete routine correspondence, reports and forms for review.
- Takes initiative on requests and inquiries of administrative nature.
- Heavy calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings for the management team.
- Manages commitments to maximize manager's time and efficiency.
- Makes travel arrangements both domestically and internationally.
- Utilizes the Ariba system to manage expenses.
- Special projects as needed.
Scope
Flexible work schedule, must be able to work early or late when needed.
Qualifications
Education
- B. Com/MBA.
- Knowledge of advance MS office applications is a must.
Business Experience
- 8 to 10 years of experience in an EA role.
Additional Qualifications
- Excellent communication skills, flexible work style & capable to work without supervision.
Physical Demands
The characteristics listed below are representative of the physical and environmental demands required by an individual to successfully perform the essential duties of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
- Requires standing and sitting for prolonged periods of time, talking and listening.
- Must be able to walk and use hands
- Typical work is in an office environment where the noise level is low to moderate.
