EXECUTIVE ASSISTANT TO GROUP HEAD, MEDIA & COMMUNICATION
The role involves a variety of tasks aimed at ensuring smooth operations and facilitating efficient workflow for Media & Communication Head.
Key Responsibilities:
- Communication:
- Act as the primary point of contact for the Communication Team with internal or external stakeholders, including senior editors, correspondents and media representatives
- Effectively assist the functional Head in drafting and dissemination thereof, important correspondence, including emails, Media Invites, and other official letters
- Screen and prioritize communications to ensure that urgent matters are handled promptly
- Coordinating with key media organizations and editors for scheduling meetings with the functional head
- Prepare Briefing Books (talk points, profiles and photographs for important media engagements)
- Organize venue, logistics and other critical matters for the functional heads goodwill meetings with senior editors
- Follow-up with the media on news coverage/photo publication/collection of photographs etc.
- Administrative Support:
- Manage executives calendars, scheduling meetings, appointments, and travel arrangements.
- Prepare and organize materials for meetings, presentations, and reports.
- Handle day-to-day administrative tasks such as answering phones, managing emails, and processing documents
- Responsible for transcription of media interviews
- Travel and Logistics Management:
- Coordinate complex travel arrangements, including flights, hotels, ground transportation, and itineraries
- Prepare travel documentation, such as travel itineraries and expense reports.
- Responsible for arranging the entire travel and stay for all the Senior Journalists
- Arranging F&B for the journalist
- Helping them to get relevant answers to all their queries related to the facilities
- Project Management:
- Assist in the management of projects, ensuring deadlines are met and objectives are achieved.
- Monitor progress, organize meetings, and facilitate communication across teams to ensure successful project completion.
- Confidentiality and Discretion:
- Maintain full confidentiality regarding sensitive information and corporate matters.
- Handle confidential documents and communications with discretion.
- Meeting and Event Coordination:
- Organize and coordinate executive meetings, conferences, and events
- Prepare agendas, take meeting minutes, and follow up on action items
- Assisting in evaluation and finalization of the venue
- Vendor negotiations
- Engaging with the journalists for any additional queries related to the product
- Responsible for best hospitality (including deciding and implementing of F&B, and table stationary) at media events
- Follow-up with the media on news coverage/photo publication/collection of photographs etc.
- Research and Reporting:
- Conduct research for the executive on various topics, projects, or initiatives.
- Prepare reports, presentations, or briefs summarizing research findings or project progress.
Required Skills and Qualifications:
- Organizational skills: Ability to manage multiple tasks and priorities with great attention to detail.
- Communication skills: Excellent written and verbal communication, including the ability to interact with high-level executives and stakeholders.
- Time management: Ability to manage time effectively and handle conflicting priorities.
- Problem-solving abilities: Ability to handle unexpected situations and solve problems independently.
- Confidentiality: Demonstrated ability to handle sensitive information with discretion.
- Experience: Prior experience as an executive assistant or in administrative support is often required.
Educational Requirements:
- Bachelor's degree and Masters in business, communications, or a related field is preferred.
