Associate Manager

Job Description

JOB PURPOSE

To provide support to the BCM (Business Chief Manager) on various key matters including, but not limited to:

- Calendar management and planning
- Mail management, prioritization, and response
- Maintain a communication tracker
- Board meeting support
- Provide support on special projects as required

Note: 24/7 availability and flexibility are required for this role.

ORGANISATION CHART

- BCM - EIA Chief of Staff BCMO - EIA Associate Manager

KEY ACCOUNTABILITIES

1. Calendar Management and Planning

- Engage in annual calendar planning for the chairman.
- Oversee the smooth functioning of BCM's calendar, ensuring preparation of meeting plans and circulating them within CCMO and GHB office for finalization.
- Propose options for rescheduling meetings based on business priorities or directions from BCM.
- Ensure that the BCM's calendar is updated in a timely manner for scheduled and rescheduled meetings.
- Coordinate external appointments for BCM, liaising with external guests, VIPs, etc., to align calendars for meetings.
- Ensure timely reviews of planned meetings and maintain relevant records.
- Key Performance Indicator: Timely updating of calendar.

2. Mail Management, Prioritization, and Response

- Review incoming mails on BCM's official email ID daily.
- Regularly monitor, filter junk mails, and flag important emails for BCM's attention.
- Prioritize mails based on criticality after consulting with SLT, EAs, etc., and then bring them to the notice of BCM.
- Draft responses to mails with BCM's input and approvals, ensuring timely follow-ups on pending mails.
- Seek support from SLT and EA's where needed before sharing drafted responses with BCM.
- Ensure all responses are sent on time and in line with data security protocols.
- Key Performance Indicator: Time-bound response to mails and effective mail prioritization.

3. Maintain Communication Tracker

- Track and monitor email action points assigned by BCM.
- Manage the database of previous communications/mails by BCM, ensuring availability as needed.
- Maintain and update the communication tracker with respondent/stakeholder details and update addresses as needed.
- Key Performance Indicator: Timely availability and accurate compilation of mails and data.

4. Board Meeting Support

- Support in arranging all necessary documents for BCM prior to board meetings.
- Engage with CEOs, CXOs, and ensure timely delivery of relevant information to BCM before board meetings.
- Coordinate with EA to gather documents for BCM's review before meetings.
- Provide additional summary data points and reference materials as needed for board meetings.
- Key Performance Indicator: Timely availability of documents for board meeting prep.

5. Support on Special Projects on a Need Basis

- Provide end-to-end support on personal, confidential matters for BCM, including research on topics/issues for chairman's awareness.
- Assist with special projects, such as confidential recruitments, as directed by the chairman.

EXTERNAL INTERACTIONS

- Top industrialists, business owners, government authorities, and other stakeholders.
- External directors, CEOs, consultants, vendors, and other business associates.
- GCM's friends, relatives, and family members.

INTERNAL INTERACTIONS

- Collaborate with other GHB offices for specific matters.
- Coordinate with EA and key internal business team members for information and inputs as required by BCM.
- Interact with admin/guest relations for any matters related to GCM's guests.
- Work closely with PA's of the chairman to ensure timely completion of all assigned activities.

FINANCIAL DIMENSIONS

No specific financial dimensions applicable.

OTHER DIMENSIONS

No direct reports to this role.

EDUCATION QUALIFICATIONS

- Graduation / Post Graduation.

RELEVANT EXPERIENCE

- 10-15 years of experience in providing secretarial support to a promoter in a family-owned enterprise.

Key Skills:

- Time management and quick response.
- Relationship management.
- Problem-solving skills.
- Decision-making.
- Negotiation skills.
- Process orientation and documentation compliance.
- Proficient in MS-Office, Excel, and PPT.

COMPETENCIES

- Personal Effectiveness
- Social Awareness
- Entrepreneurship
- Problem Solving & Analytical Thinking
- Planning & Decision Making
- Capability Building
- Strategic Orientation
- Stakeholder Focus
- Networking
- Execution & Results
- Teamwork & Interpersonal Influence

---