Senior Administrative Coordinator to India Country Head and Executive Assistant

3 weeks ago


Mumbai, Maharashtra, India State Street Full time

Job Description

Executive Assistant to India Country Head and India Executive Assistant Coordinator

About the Role

As the Senior Administrative Coordinator to the India Country Head and Executive Assistant, you will play a pivotal role in supporting the country head in their administrative and coordinating duties.

Responsibilities

  • Independently administer the country head's calendar by coordinating complex meetings with internal and external participants.
  • Organize and execute travel arrangements, often involving complex logistics and coordination with internal and external counterparts.
  • Determine the priority of matters requiring attention for the country head and redirect tasks to staff as necessary.
  • 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, resolving issues, and prioritizing projects.
  • Work in close partnership with EAs across business areas and geographies.
  • Act with diplomacy and discretion, maintaining professionalism while working under pressure.
  • Screen telephone calls and 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 the manager and coordinator for EAs 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, with advanced knowledge of Microsoft Outlook.
  • Modern working concepts and the ability to drive continuous improvements in processes, tools, and approaches.
  • Exceptional writing, editing, and proofreading skills.
  • Ability to exercise judgment in ambiguous situations.
  • Strong interpersonal skills and customer-service orientation, with the ability to establish and maintain effective working relationships at all levels.
  • Self-motivation and the ability to assume responsibility without direct supervision.


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