Executive Assistant

2 weeks ago

Hyderabad, India TechnipFMC Full time

TechnipFMC is a global leader in the energy industry, specialized in subsea and surface technologies integrated projects, products, and services. Our mission and vision: to enhance the performance and drive real change in the traditional and new energy industry. How we do it: by constantly challenging conventions, tackling some of the most complex technical and engineering challenges and investing in our 20,000+ employees worldwide.

If contributing to breakthrough projects in a truly global playground inspires you, this might be the opportunity for you.

**Job title Executive Assistant**

**Job description**:
**JD- Executive Assistant**

***

The Executive Assistant is responsible for providing comprehensive support to the MD, Leadership Team and managing the organization’s office operations, including working remotely with the global stakeholders. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

**PRIMARY RESPONSIBILITIES**
- Provide sophisticated calendar management. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
- Act as a liaison and provide support to the Leadership Team. Arrange and handle all logistics for leadership meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
- Complete a broad variety of administrative tasks that facilitate the MD’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the MD, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect MD’s style and organization policy.
- Work closely with the Management Team to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the stakeholders updated. Anticipate needs in advance of meetings, conferences, etc.
- Coordinate all Management Team meetings and retreats and assist with staff meetings and events as needed.
- Provide "gateway" role, providing a bridge for smooth communication between the MD and staff, demonstrating leadership to maintain credibility, trust, and support with the employees. Complete projects by assigning work to appropriate staff, including the Leadership Team, on behalf of the MD.
- Work with the Management Team to coordinate the MD’s outreach activities. Follow up on contacts made by the MD to cultivate ongoing relationships.
- Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
- Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Provide leadership to all levels of the organization, to meet their current and future information needs. Supervise IT consultants. Prepare budget recommendations.
- Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
- Provide event management support as requested.
- Provide hospitality to all guests and help to create a welcoming environment.
- Process and distribute business information.
- Invest in building long-lasting relationships both externally and internally.
- Other administrative duties as assigned for the overall benefit of the organization.

**QUALIFICATIONS/EXPERIENCE**

**SUCCESSFUL CANDIDATES WILL POSSESS THE FOLLOWING QUALIFICATIONS**:

- Graduate in any stream. Preferably PG in Business Administration from prestigious institute.
- Strong ability to execute work with a diversity, equity, and inclusion lens.
- Significant executive support experience, including supporting C-level executives. Working experience with Engineering Leadership is highly preferred.
- Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit presentations and materials.
- Strong verbal and written communication skills.
- Exceptional organizational skills and impeccable attention to detail.
- High degree of professionalism in dealing with diverse groups of

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