Executive Assistant

A.Role & Responsibilities:

The Managing Partners at BTG Advaya are seeking a highly organised and proactive Executive Assistant in Mumbai. The Executive Assistant will provide high-level administrative support to the Managing Partners, ensuring the smooth operation of their offices. This role requires a detail-oriented and efficient professional capable of managing complex schedules, coordinating high-stakes meetings, and handling sensitive information with discretion.

I.Calendar Management

• Maintain a well-organised, daily and long-range electronic calendar for the Managing Partner, including external and internal meetings (with agendas), speaking engagements, including domestic and international travel itineraries.
• Coordinate setting-up of in-person meetings, video/audio conference calls, with clients as well as internal calls with partners, and various business verticals, including preparation of materials in coordination with the business and operations team.
• Serve as the Managing Partners administrative liaison to key external stakeholders, including clients and senior lawyers from foreign law firms, etc.
• Participate as an adjunct member of the management team, including assisting in scheduling meetings and attending all meetings.

II.Communications Management

• Point of Contact: Serve as the primary point of contact for the Managing Partner, handling all incoming and outgoing communications with professionalism and discretion. This includes managing phone calls, emails, and messages, ensuring timely responses and filtering inquiries effectively.
• Email Management: Oversee the Managing Partner's email inbox, prioritizing messages, drafting responses, and organizing communications to ensure critical matters are addressed promptly. Flag important emails that require the Managing Partner's immediate attention and respond to routine inquiries on their behalf when appropriate.
• Client Correspondence: Draft and format letters, emails, and other correspondence to clients, colleagues, and external partners. Ensure all communications are professional, clear, and aligned with the firm's policies and branding standards.
• Document Preparation: Assist the Managing Partner in preparing communication materials such as presentations, brochures, and reports. Ensure that all documents convey the appropriate message and adhere to the firm's quality standards.
• Relationship Management: Foster and maintain strong relationships with clients, partners, and staff members. Keep track of communication preferences and special requests to enhance the Managing Partner's rapport with stakeholders.
• Social Media and Marketing Communications: Collaborate with the marketing team to manage the Managing Partner's public communications, including social media presence, website content, and promotional materials. Help ensure that all public representation aligns with the firm's brand and values.
• Confidential Communication: Handle sensitive and confidential information with the utmost care, ensuring that communication remains secure and private, particularly regarding client details and legal matters.
• Feedback and Follow-Up: Follow up on pending communications and action items as directed by the Managing Partner to ensure accountability and continuity in operations. Keep track of ongoing matters and remind the Managing Partner of deadlines and important follow-ups.
• Reporting and Updates: Prepare and provide regular updates to the Managing Partner on communication follow-ups, stakeholder engagements, or any priority issues that need attention. Develop reports summarizing client interactions or feedback.
• Crisis Management Communication: Assist the Managing Partner in preparing communications for crisis situations or significant firm updates. Ensure that messaging is consistent, appropriate, and aligns with the firm's response strategy.

III.Travel Management

• Travel Coordination: Plan, coordinate, and manage all travel arrangements for the Managing Partner, including domestic and international flights, ground transportation, hotel accommodations, and meal reservations.
• Itinerary Management: Create detailed itineraries for each trip, including meeting schedules, travel times, contact information for relevant parties, and any necessary documentation (e.g., boarding passes, hotel confirmations).
• Expense Reporting: Track all travel expenses and prepare expense reports for the Managing Partner's review and submission, ensuring compliance with the firm's travel and expense policies.
• Travel Policy Compliance: Stay updated on the firm's travel policies and compliance requirements, ensuring all arrangements align with the guidelines provided.
• Logistical Support: Handle any last-minute changes to travel plans, including rebooking flights or accommodations due to unforeseen circumstances, while minimizing disruption to the Managing Partner's schedule.
• Travel Documentation: Assist in the preparation and organization of necessary travel documents, including visas, travel insurance, and vaccination records, especially for international travel.
• Liaison with Travel Agencies: Work closely with travel agencies or vendors to secure the best rates and arrangements, negotiating when necessary to accommodate special requests and preferences. To plan and coordinate family calendars with Managing Partners calendar to ensure there is no conflict.
• Post-Travel Review: After trips, conduct a review of travel arrangements to evaluate effectiveness and gather feedback from the Managing Partner, implementing improvements for future travel based on insights gained.

B.Qualifications

• Experience: Minimum of 5 years of executive assistant experience, preferably in a law firm
• Education: Bachelor's degree or equivalent experience preferred

III.Skills

• Exceptional organisational and time management skills
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong written and verbal communication skills
• Ability to handle multiple tasks and prioritize effectively

IV. Attributes

• High level of discretion and integrity
• Proactive and solution-oriented approach
• Ability to work independently and as part of a team
• Adaptability and resilience in a fast-paced environment