EA to CEO

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