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EA to CEO
6 months ago
Specific to Bangalore office (EA to CEO)
Assisting the CEO with daily administrative duties and completes a broad variety of administrative
tasks (calendar of appointments, completing expense reports, composing & preparing
correspondence, arranging complex and detailed travel plans, itineraries, agendas and compiling
documents for meetings)
Assists in coordinating the agenda of senior management team meetings. Prepares an account of the
meetings and designates and follows up on assigned action items
Travel bookings, arrangements wrt to CEO movement and coordination with related parties to
ensure all the requirements are complete before time and seamlessly
Assistance to senior leadership on making travel and other related arrangements
COMMON ADMIN ROLE AND RESPONSIBILITIES
People & Process Management
– Develop and maintain processes for support staff (Engineering and Soft services) to ensure the
services are delivered seamlessly to the end users.
– To ensure knowledgeable and well motivated team is deployed on site
– Manage and coordinate different tasks between different business units
Stakeholder Management
– Proactively engage stakeholders to ensure that on site expectations are met
– Build and develop effective stakeholder relationships across multiple levels of the organization
– On-site key point of contact for Admin related queries/concerns within the region
Contracts Management
– Plan and manage all contracts to ensure that they are professionally delivered at the right costs
– Ensure expiry of contracts are well-monitored and re validations are initiated beforehand
– Ensure contracts/vendors are continually assessed to deliver best value.
– Negotiate contracts to optimize delivery and cost saving Manage contractor and vendor
relationships
– Procurement & Vendor Management
Finance Management
– Verify payment and invoicing for respective services
– Prepare and track facility budget
– Develop and implement cost reduction initiatives
– Ensure financial processes are adhered to
Health & Safety Management
– Ensure the provision of a safe working environment
– Advise on and monitor energy efficiency
– Oversee environmental health and safety
– Respond to facility and equipment alarms and system failures
– Ensure compliance with statutory regulations on fire, health and safety standards
CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA
Ideal Experience
Degree Diploma in Hotel Management + 02 to 05 experience in Admin & facilities management as well
as executive assistant to CXOs
Has background and experience working in service industry and handling multiple branches
Should have directly handled calendars of CEO or CXOs
Should have a basic understanding of managing CEO office like coordination with other departmental heads, conducting senior level meetings, collation of reports etc
Other Personal Characteristics
Strong communicator – Good presentation skills and possesses strong verbal & written communication
skills (English, Hindi & local language), also an active listener
Self-motivated; confident & energetic
Ability to effectively deal with stressful situations
Flexible – able to adapt to rapidly changing situations
Strongly goal-oriented – able to focus on meeting all performance targets
Is a team player – able to cooperate and work well with others to meet targets
Proven ability to initiate and follow through with improvement initiatives
Should be honest and trustworthy
Open to new ideas & willing to challenge status quo
