Chief Executive Officer

4 weeks ago

Bengaluru, India Magicbricks Full time

Specific to Bangalore office (EA to CEO)
 Assisting the CEO with daily administrative duties and completes a broad variety of administrative
tasks (calendar of appointments, completing expense reports, composing & preparing
correspondence, arranging complex and detailed travel plans, itineraries, agendas and compiling
documents for meetings)
 Assists in coordinating the agenda of senior management team meetings. Prepares an account of the
meetings and designates and follows up on assigned action items
 Travel bookings, arrangements wrt to CEO movement and coordination with related parties to
ensure all the requirements are complete before time and seamlessly
 Assistance to senior leadership on making travel and other related arrangements

COMMON ADMIN ROLE AND RESPONSIBILITIES
 People & Process Management
– Develop and maintain processes for support staff (Engineering and Soft services) to ensure the
services are delivered seamlessly to the end users.
– To ensure knowledgeable and well motivated team is deployed on site
– Manage and coordinate different tasks between different business units
 Stakeholder Management
– Proactively engage stakeholders to ensure that on site expectations are met
– Build and develop effective stakeholder relationships across multiple levels of the organization
– On-site key point of contact for Admin related queries/concerns within the region
 Contracts Management
– Plan and manage all contracts to ensure that they are professionally delivered at the right costs
– Ensure expiry of contracts are well-monitored and re validations are initiated beforehand
– Ensure contracts/vendors are continually assessed to deliver best value.
– Negotiate contracts to optimize delivery and cost saving Manage contractor and vendor
relationships
– Procurement & Vendor Management
 Finance Management
– Verify payment and invoicing for respective services
– Prepare and track facility budget
– Develop and implement cost reduction initiatives
– Ensure financial processes are adhered to
 Health & Safety Management
– Ensure the provision of a safe working environment
– Advise on and monitor energy efficiency
– Oversee environmental health and safety
– Respond to facility and equipment alarms and system failures
– Ensure compliance with statutory regulations on fire, health and safety standards

CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA
Ideal Experience
 Degree Diploma in Hotel Management + 02 to 05 experience in Admin & facilities management as well
as executive assistant to CXOs
 Has background and experience working in service industry and handling multiple branches
 Should have directly handled calendars of CEO or CXOs
 Should have a basic understanding of managing CEO office like coordination with other departmental heads, conducting senior level meetings, collation of reports etc

Other Personal Characteristics
 Strong communicator – Good presentation skills and possesses strong verbal & written communication
skills (English, Hindi & local language), also an active listener
 Self-motivated; confident & energetic
 Ability to effectively deal with stressful situations
 Flexible – able to adapt to rapidly changing situations
 Strongly goal-oriented – able to focus on meeting all performance targets
 Is a team player – able to cooperate and work well with others to meet targets
 Proven ability to initiate and follow through with improvement initiatives
 Should be honest and trustworthy
 Open to new ideas & willing to challenge status quo

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