Executive Assistant

3 weeks ago

Mumbai, Maharashtra, India BITSoM - BITS School of Management Full time

Job Responsibilities

General Administrative Oversight:

  • Direct and manage communication for the CEO's office with various internal and external entities in a professional manner.
  • Maintain an overarching view of the CEO's calendar and appointments by undertaking the scheduling of meetings, travel plans and strategic prioritization of requests.
  • Advising the CEO of the impending internal and external work, deadlines, meetings, and commitments.
  • To service meetings, including preparation of meeting documents and taking minutes. Communicating with meeting participants and guests for protocols, logistics and other requirements.
  • To plan and manage the transition to a paperless CEO's office using existing ICT platforms.
  • To coordinate with other administrative departments in the university/school on behalf of bringing and brining the CEO up to speed with important organisational updates, developments, and project plans.
  • To ensure that during the absence of the CEO, routine matters and critical matters are dealt with promptly and/or brought to the CEO's attention.
  • Anticipate tasks required ahead of time to enable smoother and more efficient utilization of the CEOs time through self-initiative and sound judgment.

Research and Writing:

  • Track and draft correspondence on behalf of the CEO and ensure that the CEO is briefed about internal and external engagements in a timely manner.
  • Independently research confidential and/or restricted data and material as required by the CEO for projects.
  • Undertake research as requested by the CEO and senior leadership.
  • Draft emails, meeting minutes and other documents without grammatical and syntax errors. Further, proficiency and confidence in verbal communication are required.
  • Advising the CEO of the impending internal and external work, deadlines, meetings, and commitments.
  • Stay up to date with the latest developments in the higher education sector and the University to bring matters of importance to the CEOs notice.

Committees and Team Management:

  • Act as secretary of committees convened by the CEO and other senior leaders of the University to assist in development of the agenda, taking meeting notes and following up on issues discussed.
  • Manage communications between the CEOs office and other University departments and respond to internal requests for information or appointments.
  • Oversee administrative staff in the CEOs office for smooth and efficient operations.
  • Plan and manage internal and external events as they relate to the CEOs office.

Preferred Qualifications

  • Graduate/MBA degree, preferably finance 2+ years of experience in a university setting preferred.
  • Strong organizational, administrative and time management skills. Initiative and judgment to independently problem solve and prioritize.
  • Professional discretion and judgment when dealing with high level Graduate School and University business.
  • Ability to work independently and to take initiative where appropriate.
  • Strong interpersonal skills and ability to work as a strong team member.
  • Computer expertise and continued interest in maintaining skills: Computer proficiency in word processing and calendar management, including strong knowledge of the Google suite of applications.

*Job responsibilities stated are not to be taken as an exhaustive statement of duties. Employees may be required to perform other job-related duties as necessary.

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