Executive Assistant to VP
6 days ago
This role primarily serves as an Executive Assistant to the VP & MD of the India Centre, providing high-level administrative and strategic support to enhance leadership eBiciency and eBectiveness. The ideal candidate will be highly organized, proactive, and capable of managing complex tasks, ranging from scheduling and communications to strategic project management. In addition to EA duties, the role includes a secondary focus on facility management, specifically coordinating new center setups with builders or co-working space providers. This position is perfect for a resourceful professional who thrives in a fast-paced environment and is comfortable handling diverse responsibilities
Key Responsibilities:
• Executive Assistant Duties (80%)
1. Comprehensive Administrative Support: • Act as the primary administrative support for the VP & MD, managing all aspects of his day-to-day operations to ensure optimal productivity. • Oversee complex calendar management, including scheduling and coordinating meetings, appointments, and events across multiple time zones, often involving high-profile stakeholders. • Anticipate and prepare materials and information needed for meetings, presentations, and conferences, including briefing notes, reports, and agendas
2. Communication Management:
• Serve as the primary point of contact for the VP & MD, managing and prioritizing all forms of communication, including emails, phone calls, and messages. • Draft, proofread, and manage correspondence and communications on behalf of the VP & MD, ensuring clarity, professionalism, and alignment with company standards. • Screen and prioritize incoming communication and requests, triaging or responding directly when appropriate, and ensuring timely follow-up on action items.
3. Travel Coordination and Logistics:
• Plan, coordinate, and manage complex travel arrangements, including flights, accommodations, visas, and transportation, optimizing travel schedules for eBiciency and cost-eBectiveness. • Prepare detailed travel itineraries and provide necessary travel support, including changes and contingencies, to ensure smooth and stress-free travel experiences.
4. Meeting and Event Coordination: • Organize and coordinate executive meetings, team gatherings, and special events, both in-person and virtually, ensuring seamless execution from start to finish. • Prepare and distribute meeting agendas, take minutes, and manage followup actions to ensure meeting objectives are met. • Facilitate cross-departmental collaboration and communication, acting as a liaison between the VP & MD and other departments or external partners.
5. Confidentiality and Information Management:
• Maintain a high level of confidentiality and discretion in handling sensitive information and documents. • Develop and maintain eBicient filing systems (both digital and physical) to ensure quick access to important documents and records. • Manage document flow, including archiving, retrieval, and destruction, in compliance with company policies and legal requirements.
6. Strategic Partner and Representative:
• Act as a trusted advisor and sounding board to the VP & MD, providing insights, feedback, and support on a range of issues. • Represent the VP & MD in internal and external meetings and communications, ensuring consistent and professional representation. • Build and maintain relationships with key stakeholders, both within and outside the organization, fostering collaboration and eBective communication. • Facility Management Duties (20%) • Oversee the daily operations of the facility to ensure a safe, secure, and eBicient working environment. • Liaise with builders and co-working space providers to set up new centers, ensuring projects are completed on time and within budget. • Manage facility-related tasks, including building maintenance, security, cleaning, and any required renovations. • Ensure compliance with health, safety, and environmental regulations. • Develop and implement policies and procedures related to facility management. • Maintain relationships with external vendors and service providers to ensure high-quality services
Job Requirements: • 5 to 10 years of experience in a similar role, primarily providing administrative support to senior executives, with some experience in facility management
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