Executive Assistant to Chief Executive Officer
1 week ago
Job description
We are seeking a dynamic and proactive individual to join our team as an Executive Assistant to the CEO of Collective Newsroom. In this role, you will enhance the efficiency and effectiveness of our executive office, ensuring seamless communication and interaction between the CEO/ Directors and internal/external stakeholders. You will handle the CEO's daily and long-term needs, including scheduling, travel planning, inbox management, proofreading, board logistics, budgeting, expense reports, and more. The Executive Assistant will manage and prioritize the CEO's schedule, coordinate across departments and with the board of directors, anticipate and resolve administrative issues, and provide solutions to challenges in the executive office.
Last date to apply: 6th June 2024
Who we are
From April 2024, the majority of the BBC's Indian operations have moved to the Collective Newsroom which has been set up by some of the BBC's most experienced journalists in India.
- It has more than 250 journalists and operational staff, bringing you distinctive, impartial and world-class content. Collective Newsroom is the BBC's sole provider of content for its Indian-language websites and social media platforms including English.
- Based in the BBC's largest international market, we bring you the best of Indian journalism guided by the world's biggest and most reputable news organisation. We provide digital, audio and television content in Tamil, Telugu, Hindi, Gujarati, Marathi and Punjabi as well as English.
- Our Vision: "Home to India's most credible, creative and courageous journalism."
- Our Mission: "To lead with facts bringing diverse voices through innovative and impactful journalism in the public interest."
- We are an equal-opportunity employer, that strongly supports diversity and inclusion at the workplace, and encourages female candidates and persons from other diverse groups such as marginalised, under-privileged communities and differently-abled people, to apply.
To know more about us, visit our website:
Key responsibilities and accountabilities
Communication and Coordination:
- Serve as the primary point of contact between the CEO / Directors and internal teams, external partners, clients, and stakeholders.
- Manage inboxes, screen and respond to emails, and prioritize timely follow-up communications.
- Draft written communications, including emails, social media copy, press releases, meeting agendas, minutes, all-staff communications, and planning memos.
Scheduling and Travel:
- Calendar and schedule meetings across multiple time zones, handling meeting requests.
- Coordinate travel arrangements, including flights, accommodations, and ground transportation, ensuring smooth travel experiences.
Meeting and Event Preparation:
- Conduct thorough research and compile briefing materials for meetings, presentations, and projects.
- Coordinate meeting preparation, including proofreading documents, building agendas, creating slide decks, collecting meeting notes, and documenting action items.
- Assist in planning and executing company events, such as conferences, meetings, corporate gatherings, and organizational change initiatives.
Board and Project Management:
- Assist with Board of Directors communications, outreach, scheduling, and meeting materials, maintaining board directories and records.
- Oversee and manage specific projects or initiatives as assigned by the CEO, ensuring timely and within-scope completion.
- Track and report on the performance of key initiatives and projects to keep the CEO informed of progress.
Administrative Support:
- File detailed and timely expense reports, ensuring compliance with company policies.
- Organize and maintain executive files and documents, handling sensitive information carefully.
- Manage CEO thank you notes, gifts, and other day-to-day duties as needed.
Crisis and Technology Management:
- Assist the CEO in managing crises or urgent issues, providing swift solutions and communications support.
- Assist with the setup and management of virtual meetings and technology tools to ensure smooth remote interactions.
Knowledge, skills, training and experience
- Bachelor's degree in Business Administration, Communications, or a related field preferred.
- Proven experience as an executive assistant or in a similar role, preferably in a media or journalism environment.
- Excellent verbal and written communication skills in English and one of the Indian languages. Knowing Hindi will be an advantage .
- Confidence and ability to work under pressure in a fast-paced environment.
- Excellent time management skills, with the ability to prioritize tasks and adapt flexibly to changing priorities.
- Ability to work during odd hours.
- Proven experience in calendaring, scheduling meetings, and stakeholder management.
- Proficiency in Microsoft/Google Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
- Demonstrated ability to work independently as well as within a team.
- Ability to exercise judgment in complex situations.
- Highly organized and detail-oriented with the ability to manage multiple priorities and deadlines.
- Strong interpersonal skills and ability to create positive, long-term working relationships.
- Ability to maintain confidentiality and exercise discretion in handling sensitive information.
- Proactive commitment to the mission and values of Collective Newsroom.
- Proven ability to draft complex documents, reports, and presentations with a high degree of professionalism and accuracy.
- Strong analytical skills to assist in data-driven decision-making and to provide insights from research and briefing materials.
- Experience in organizing and managing corporate events, from small meetings to large conferences.
- Ability to work effectively with diverse teams and individuals from various cultural backgrounds.
Last date to apply: 6th June 2024
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