Executive Assistant

24 hours ago

hyderabad, India Randstad Global Capability Center Full time

Executive Assistant Job Description:

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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