Executive Assistant

2 months ago

Hyderabad, India Randstad Global Capability Center Full time
Executive Assistance

About Randstad

Randstad is the world’s largest talent company and a partner of choice to clients. We are committed to providing equitable opportunities to people from all backgrounds and help them remain relevant in the rapidly changing world of work. We have a deep understanding of the labor market and help our clients to create the high-quality, diverse, and agile workforces they need to succeed. Our 46,000 employees around the world make a positive impact on society by helping people to realize their true potential throughout their working life.

About Randstad Global Capability Center:

Randstad Global Capability Center, located in Hyderabad, India, is responsible for strategic delivery for Randstad markets and businesses globally. Through our centers of excellence of talent services, human resources, financial knowledge services, IT, and marketing, the Global Capability Center is a high growth and acceleration enabler as we become the world's most equitable and specialized talent company.

To realize this goal, we are expanding and strengthening our centers of excellence.

We are looking for an Executive Assistant to join our team.

Executive Assistant Job Description:

Client & Customer Management (Internal):

Coordinate the daily calendars of senior managers, plan appointments, and events.

Schedule and organize client and other meetings.

Support senior managers to ensure their needs are met, and assist colleagues in managing internal relationships.

Act as the primary point of contact for colleague requests, scan for urgency and confidentiality, answer, redirect, monitor, and follow-up.

Maintain and update PTO and event calendars.

Code and organize all relevant project documents, managing the archiving process in Google Drive.

Facilities:

Deliver specified outcomes and/or assist others in designated facilities management activities using existing systems and protocols.

Plan and coordinate the recognition of flowers/gifts for colleagues and clients.

Maintain profiles and new user information in Egencia Travel and monitor data accuracy.

Support identified invoicing and payment processes under the oversight of the Executive Support Manager.

Internal Communications:

Write and distribute posts for birthdays, anniversaries, and welcome new colleagues on Connect.

Maintain address and anniversary lists for Growth Office, Enterprise Customers, and Enterprise Finance.

Logistics/Arrangements:

Schedule and coordinate meetings with single/multiple internal and external parties and monitor attendance and invitation follow-up.

Responsibilities for the Executive Assistant working with the onshore/offshore Leadership team:

Calendar Management:

Manage calendars effectively, considering time zones, providing timely responses, and handling logistics for various meetings.

Travel:

Coordinate visa processes, manage bookings and cancellations (tickets, hotel, cab), arrange insurance, and handle web check-ins.

Organize logistics for stakeholder visits, including invitation letters, cabin bookings, and airport/hotel pick-ups.

Expense Reports:

Reconcile Amex statements, raise expenses (mobile and travel), track reimbursements, and manage benefit reimbursements (medical claims, club membership, car lease).

Provide support for IT returns.

Events Management:

Maintain an events calendar, including birthday/anniversary reminders and coordination of practice events, team-building events, and floor coordination.

Procurement Support:

Assist with procurement activities as needed.

Space Management:

Collaborate with the Local Management team on space-related matters.

Teams and ELT Communications Management:

Manage distribution lists and purchase order processes, including a basic understanding of purchase orders.

Knowledge Repository:

Establish storage and file all correspondence for cross-functional knowledge management.

Presentation Preparation and Support:

Prepare presentations, emails, draft contracts/renewal letters, abstracts, and presentations for review meetings.

Reporting to:

Business Leader Offshore, or Business heads onshore names to be mentioned.

To be successful in this role, you should have

Attention to detail, a solid understanding of relevant business aspects, and adaptability.

Strong interpersonal and cross-functional communication skills.

International experience working with Executive Leaders is a must.

Qualifications:

Bachelor's degree in Human Resources, Business Administration, or a related field; Master's degree preferred.

Proven experience in HR operations, with progressively increasing leadership responsibilities.

Strong knowledge of HR practices, policies, and employment laws.

Demonstrated ability to lead and manage a team effectively.

Excellent communication, interpersonal, and organizational skills.

Proficiency in HRIS, MS Office Suite, and HR-related software.

Change management expertise and experience in process improvement initiatives.

Strategic thinking and problem-solving abilities.

What we offer

- You would be part of a high-growth and diverse team where great work and collaboration are celebrated. You will feel a sense of belonging, and bring your authentic self to work, to whatever degree you are comfortable. In return for your talent and effort, you would receive good and competitive pay apart from other attractive benefits and opportunities that are part of our total rewards strategy. Our performance standards are high, but as a team, we will help you reach and even exceed them through a wide range of learning and development options. Imagine being part of the world's largest talent company and a partner of choice to clients across 39 markets. If this is exciting for you and you recognize yourself in this opportunity, please apply to this role.

Experience & Requirement:

3+ Years of experience into Executive Assistant / Calendar management / Travel management / Secretarial Activities.

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