Associate - Thomas Schmidheiny Centre for Family Enterprise
3 weeks ago
To provide general administrative support to the Executive Director and Centre team
Job Outline -
The jobholder as Associate reports to the Senior Manager and performs a set of responsibilities that ensures the requisite administrative and office support is provided to the Centre team.
The job holder has to work closely with Senior Manager and Academic Director and support them in managing Programmes, Conferences, Centre related activities (blocking of venues, travel arrangements, rising PR/ POs, coordinating with departments and other activities related to the events).
The incumbent needs to provide operational and logistics support for the Centre team.
The jobholder needs to coordinate with the Finance department to submit the bills as well as follow-up for pending bills & invoices and constantly be in touch with the Finance team to ensure the whole activity is completed and the reimbursements/payments are made accordingly. The job holder needs to maintain a systematic record of activities and expenses for the various events.
He/ She will have to work with several internal stakeholders like finance/operations/commercials/IT etc., Any other adhoc-admin work related to the Centre
Job Specification -
Knowledge / EducationBachelor’s degree
Specific SkillsInterpersonal skill, Coordination skills, Managing time, Listening skills, sense of urgency, Communication skills, Attention to details
Desirable Experience3 to 5 years
Job Inteface -
InternalCentre’s TeamDepartments within ISB
ExternalVendors
Key Responsibilities and % Time SpentOffice Administration – respond to email enquiries, raising PR/PO, contracts, maintaining record system, submission and settlement of reimbursement claims and follow up with finance for status, scheduling meetings, logistics arrangements for Executive Director, Centre’s team - 40%Back-end support for events organized by the Centre - 30%Data management – digital measures, faculty information update - 10%Research support – Data entry, transcribing of interviews - 10%Support on Centre’s website, Family Enterprise Quarterly Magazine, Handle social media accounts - 10%Total Time Spent on All Responsibilities - 100%
KRA -
Office AdministrationKPI -
Supporting the Centre team with administrative tasks – Travel support, cab booking, scheduling of meetings, finance related activities and any other admin activity specified by the teamMeasure -
Ensure timely supportWeightage -
40%
KRA -
Event ManagementKPI -
Logistics support that includes blocking of venues, coordination with several internal and external stakeholders, processing of bills etc.,Ensure attending to the tasks on priority basisWeightage -
30%
KRA -
Data ManagementKPI -
Digital Measures support, Faculty information update, Data entry related workMeasure -
Accuracy and timely supportWeightage -
10%
KRA -
Research supportKPI -
Data entryTranscribing of interviewsDatabase management of RA applicationsMeasure -
Accuracy and timely supportWeightage -
10%
KRA -
Support on Centre’s website, Family Enterprise Quarterly Magazine, Handle social media accountsKPI -
Update Centre’s website in consultation with Academic Director and Senior ManagerFollow up with consultants and ensuring that the content is ready on time both for social media handles and Family Enterprise QuarterlyMeasure -
Timely updatesWeightage -
10%
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