Executive Assistant

3 weeks ago

bangalore, India Endeavor Full time
Who We Are:
Endeavor is a global media and entertainment company with world-class brands and capabilities across talent representation, sports, fashion, event management, and brand marketing. Comprised of industry leaders, including entertainment agency WME; sports, fashion, events, and media company IMG; and premier mixed martial arts organization UFC, Endeavor likely plays a significant role in the content you love and the experiences and events you never forget. Our companies and represented talent and brand clients collectively reach billions of passionate fans directly every single day.
The Role And What You’ll Do:
Endeavor is actively seeking an Executive Assistant cum Project Coordinator to provide crucial administrative support to the IT leadership team and the Chief Information Officer. The candidate will be responsible for schedule management, office management, communication liaison, information preparation, company records management, data analysis, and representing the executive to others. The role demands strong discretion, independence, and collaboration with senior business leaders. It offers comprehensive exposure to various IT domains and the potential to progress into IT Support Specialist, Business Analyst, or Junior IT Project Manager roles. The ideal candidate embodies self-motivation, ethical conduct, and meticulous attention to detail, ensuring adherence to high-quality standards. Effective communication, organization, discretion, and attention to detail are key skills required for success in this role.
The role will be based offshore in India (Bengaluru/Chandigarh).
Please note this role works Monday to Friday 3:30pm – 11.30pm (IST), extended/flexible working hours will be required from time to time, to have overlap with working hours of the executive based in US, for this no overtime will be paid.
Executive Support:
Efficiently manage demanding calendar appointments and meetings using video conferencing and online web services.
Schedule and coordinate meetings, set agendas, prepare minutes, and track action items.
Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
Monitor the executive’s calendar/mailbox on a daily basis, flagging urgent meetings/queries and responding on their behalf where possible; managing it when they are travelling or on leave, to ensure all communications are passed on and receive a response.
Input internal meeting dates – including regular one-to-ones – with location, agenda items, etc., into calendars and coordinate diaries as appropriate.
Assist in organizing All-Hands and other team meetings.
Coordinate executive’s travel schedules and process expense reports.
Organize executive’s travel and accommodation bookings.
Prepare and manage correspondence for executives, ensuring accurate routing.
Create "week ahead" and "day ahead" briefings for effective planning.
Event Planning and Coordination: Assist in planning and organizing corporate events, conferences, and networking functions. Coordinate logistics & manage invitations.
Ad Hoc Support: Handle miscellaneous tasks and special projects as assigned by the executive. Adapt to changing priorities and address urgent matters promptly to support the executive's needs effectively.
Research and Presentation Support:
Conduct industry-related research for presentations and proposals.
Undertake research tasks at short notice, producing bullet-point summaries of key documents.
Create, organize, and maintain presentations for the CIO and IT leadership team
Project Management and PMO Support:
Follow up with IT teams to gather and consolidate status/information/data.
Providing administrative and logistical support to project managers, including access to tools and templates.
Track project progress and maintain department templates, artifacts, and presentations on SharePoint or equivalent document management platform.
Assist in special projects and initiatives.
Collaborate with Endeavor IT team members on various projects and operations.
Additional Requirements:
This role requires supporting different locations and maintaining a flexible work schedule per rotating patterns and business requirements, including early starts and late finishes.
Demonstrate a proactive attitude in recognizing and recommending changes for ongoing improvement.
Gain full comprehension of company’s operation and procedures.
Maintain complete confidentiality and discretion.
Use discretion, judgement and knowledge of organization to facilitate the executive’s activities.
You Have These
Bachelor’s degree, preferably in IT or Business.
3-5 years of relevant experience or equivalent education in IT Support and/or Helpdesk.
Technical knowledge of Active Directory, Windows, Digital Web, Mobile technologies, and Infrastructure is a plus.
High proficiency in MS Office (Word, Excel, PowerPoint, Visio, and Outlook)
Thorough knowledge of SharePoint
Excellent communication skills with ability to work with all levels of management
Strong ability to handle multiple assignments and deadlines
Proficiency and resourcefulness in research
Internet and Technology savvy
Exceptional interpersonal skills and professionalism
Strong ability to remain focused and flexible while multitasking
Effective prioritization and execution of tasks in a high-pressure environment
Excellent time management and responsiveness
Endeavor is at the center of sports, media, entertainment, and fashion and is a largely relationship-based business. To foster an environment of collaboration, develop our future talent, and build on relationships across leadership, peers, and teams, we work from the office 4 days per week. We see immeasurable value internally and throughout the core of the businesses we support.

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