Executive Assistant to India Country Head and Coordinator

4 weeks ago


Mumbai, Maharashtra, India State Street Full time

Job Summary

We are seeking a highly skilled and experienced Executive Assistant to support our India Country Head and India Executive Assistant Coordinator. The successful candidate will be responsible for providing administrative support to the Country Head, including calendar management, travel arrangements, and expense reporting.

Key Responsibilities

  • Administer the Country Head's calendar, coordinating complex meetings with internal and external stakeholders.
  • Organize and execute travel arrangements, including logistics and coordination with internal and external counterparts.
  • Determine priority of matters of attention for the Country Head and redirect matters to staff as appropriate.
  • Handle confidential and sensitive information related to company strategy, client issues, and employee matters.
  • Prepare, reconcile, and submit expense reports.
  • Exercise discretion and judgment in matters of significance, such as managing deliverables and resolving issues.
  • Work in close partnership with EAs across business areas and geographies.
  • Act with diplomacy and discretion, working well under pressure while maintaining professionalism.
  • Respond to and screen telephone calls to determine proper resolution or routing.
  • Review and disseminate incoming documents and communications.
  • Ensure the Country Head has required reports, updates, and meeting materials on a daily, weekly, monthly, or quarterly basis.
  • Plan events, catering, and reserve internal or external venues as needed.
  • Operate as manager and coordinator for the Executive Assistants based in India, ensuring consistent approaches and standards, troubleshooting issues, and creating a sense of community amongst the team.
  • Train, motivate, develop, and evaluate staff.

Qualifications

  • 10+ years of experience supporting senior executives.
  • Proficiency in the Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel, with advanced knowledge of Microsoft Outlook.
  • Modern and innovative working concepts, with the ability to drive continuous improvements in processes, tools, and approaches.
  • Exceptional writing, editing, and proofreading skills.
  • Ability to exercise good judgment in the face of ambiguous information.
  • Ability to use discretion in researching and analyzing problems.
  • Enjoys a rapidly changing environment, with the ability to adapt to changing priorities and meet deadlines.
  • Strong interpersonal skills and customer-service orientation, with the ability to establish and maintain effective working relationships at all levels.
  • Self-motivated, with the ability to assume responsibility without direct supervision.


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