Executive Assistant

4 weeks ago

Hyderabad, India Randstad Offshore Services Full time

Executive Assistant

Client & Customer Management (Internal):
● Coordinate the daily calendars of senior managers, plan appointments, and events.
● Schedule and organize client and other meetings.
● Support senior managers to ensure their needs are met, and assist colleagues in managing internal relationships.
● Act as the primary point of contact for colleague requests, scan for urgency and confidentiality, answer, redirect, monitor, and follow-up.
● Maintain and update PTO and event calendars.
● Code and organize all relevant project documents, managing the archiving process in Google Drive.
Facilities:
● Deliver specified outcomes and/or assist others in designated facilities management activities using existing systems and protocols.
● Plan and coordinate the recognition of flowers/gifts for colleagues and clients.
● Maintain profiles and new user information in Egencia Travel and monitor data accuracy.
● Support identified invoicing and payment processes under the oversight of the Executive Support Manager.
Internal Communications:
● Write and distribute posts for birthdays, anniversaries, and welcome new colleagues on Connect.
● Maintain address and anniversary lists for Growth Office, Enterprise Customers, and Enterprise Finance.
Logistics/Arrangements:
● Schedule and coordinate meetings with single/multiple internal and external parties and monitor attendance and invitation follow-up.
● Responsibilities for the Executive Assistant working with the onshore/offshore Leadership team:
Calendar Management:
● Manage calendars effectively, considering time zones, providing timely responses, and handling logistics for various meetings.
Travel:
● Coordinate visa processes, manage bookings and cancellations (tickets, hotel, cab), arrange insurance, and handle web check-ins.
● Organize logistics for stakeholder visits, including invitation letters, cabin bookings, and airport/hotel pick-ups.
Expense Reports:
● Reconcile Amex statements, raise expenses (mobile and travel), track reimbursements, and manage benefit reimbursements (medical claims, club membership, car lease).
● Provide support for IT returns.
Events Management:
● Maintain an events calendar, including birthday/anniversary reminders and coordination of practice events, team-building events, and floor coordination.
Procurement Support:
● Assist with procurement activities as needed.
Space Management:
● Collaborate with the Local Management team on space-related matters.
Teams and ELT Communications Management:
● Manage distribution lists and purchase order processes, including a basic understanding of purchase orders.
Knowledge Repository:
● Establish storage and file all correspondence for cross-functional knowledge management.
Presentation Preparation and Support:
● Prepare presentations, emails, draft contracts/renewal letters, abstracts, and presentations for review meetings.

Reporting to:
● Business Leader Offshore, or Business heads onshore names to be mentioned.
Shift Timings:
● Coverage is from 8 AM to 5 PM (EST), equivalent to 6:30 PM to 3:30 AM IST (Daylight Savings adjustments as per the EST time zone).

To be successful in this role, you should have
● Attention to detail, a solid understanding of relevant business aspects, and adaptability.
● Strong interpersonal and cross-functional communication skills.
● International experience working with Executive Leaders is a must.

Qualifications:
● Bachelor‘s degree in Human Resources, Business Administration, or a related field; Master‘s degree preferred.
● Proven experience in HR operations, with progressively increasing leadership responsibilities.
● Strong knowledge of HR practices, policies, and employment laws.
● Demonstrated ability to lead and manage a team effectively.
● Excellent communication, interpersonal, and organizational skills.
● Proficiency in HRIS, MS Office Suite, and HR-related software.
● Change management expertise and experience in process improvement initiatives.
● Strategic thinking and problem-solving abilities.

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