Executive Assistant

5 months ago

Chennai Tamil Nadu, India Tech Data Full time

**Job Purpose**:
Ensures smooth functioning of activities and processes, acting as a liaison for one or more C-level Executives (President and or VP) in a fast-paced, dynamic APJ region. The Executive Assistant performs a variety of core administrative duties and organizational leadership support functions with authority to respond and or make commitments on behalf of the Executives. The responsibilities of Office Manager cover the seamless operation of the assigned locations.

**Responsibilities**:

- Create written materials that are organized, professional and audience appropriate. This includes all correspondence, presentations and reports.
- Manage travel including meeting scheduling, preparation of background materials, and all logístical arrangements including, but not limited to flights, ground transportation and itinerary creation.
- Manage board and or other senior executive; meeting logistics including development of an agenda, internal and external communications, coordinate presentation materials, travel arrangements, expense spend and preparation and recording of meeting minutes.
- Handle multiple demands and ad hoc issues efficiently while adjusting priorities and expectations that may arise outside of core business hours.
- Liaise with other departments to obtain any needed signatures or approvals from the C-level executive(s) for required documentation and contracts by preparing those items for review and ensuring they flow through the office in a timely manner.
- Organising the office layout and maintaining supplies of stationery and equipment. Maintaining the condition of the office and arranging for necessary repairs. Arranging regular testing for electrical equipment and safety devices
- Co-ordinating schedules, appointments and bookings for the office(s) if applicable. Welcoming customers into the office. Arranging and coordinating meetings in their location, including preparing all necessary documents, booking meeting rooms and organising catering
- Maintains supply room and inventory. Maintains delivery services at the local campus. Maintains equipment and service contract files and negotiates with vendors for best service and price.
- Prepares and maintains an operating budget for office services and monitors performance with budget. Approves all invoices.

***Knowledge, Skills and Experience**:

- 5 to 10 Years of relevant work experience is required.
- Required Education: Associate Degree
- Able to execute instructions and to request clarification when needed.
- Able to use common office equipment.
- Possesses strong data entry skills.
- Able to recognize and attend to important details with accuracy and efficiency.
- Able to demonstrate complex problem solving, critical thinking, and decision-making.
- Able to interact effectively with higher levels of management (managers & above)
- Understand, communicate, and collaborate effectively with people across various identities.
- Able to converse and write effectively in English and other local / regional language.
- Able to create and conduct formal presentations.
- Able to negotiate skillfully and promote/sell ideas persuasively.
- Possesses strong leadership skills with a willingness to lead, create new ideas, and be assertive.
- Possesses strong organizational and time management skills, driving tasks to completion.
- Able to adjust readily to change and adapt as needed.
- Able to constructively work under stress and pressure when faced with high workloads and deadlines.
- Able to maintain and promote social, ethical, and organizational standards in conducting internal and external business activities.
- Able to work independently with minimum supervision.
- Able to effectively multi-task.
- Able to maintain confidentiality of sensitive information.
- Able to collaborate and build solid, effective working relationships with others.
- Able to exhibit ability to be sensitive to the needs, concerns, and feelings of others.

**Working Conditions**:

- Professional, office environment.
- Occasional non-standard work hours or overtime as business requires.
- On-call availability required as necessary.
- Local (in-country) travel required.

**What's In It For You?**
- ** Elective Benefits**: Our programs are tailored to your country to best accommodate your lifestyle.
- ** Grow Your Career**:Accelerate your path to success (and keep up with the future) with formal programs on leadership and professional development, and many more on-demand courses.
- ** Elevate Your Personal Well-Being**: Boost your financial, physical, and mental well-being through seminars, events, and our global Life Empowerment Assistance Program.
- ** Diversity, Equity & Inclusion**:It's not just a phrase to us; valuing every voice is how we succeed. Join us in celebrating our global diversity through inclusive education, meaningful peer-to-peer conversations, and equitable growth and development opportunities.
- ** Make the Most of our Global Organization**: Netw

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