Administrative Professional

Job Title

Administrative Professional

Job Description:

The Administrative Professional will provide executive-level support to senior executives. This role involves a variety of tasks aimed at ensuring smooth operations and facilitating efficient workflow for the executive team.

1. Key Responsibilities:

• Act as the primary point of contact for internal or external stakeholders, including senior editors and media representatives.
• Effectively assist the executive in drafting and dissemination of important correspondence, including emails and other official letters.
• Screen and prioritize communications to ensure that urgent matters are handled promptly.
• Coordinate with key media organizations and editors for scheduling meetings with the executive.
• Prepare Briefing Books (talk points, profiles and photographs for important media engagements).
• Organize venue, logistics and other critical matters for the executive's goodwill meetings with senior editors.
• Follow-up with the media on news coverage/photo publication/collection of photographs etc.

Administrative Support:

• Manage executives' calendars, scheduling meetings, appointments, and travel arrangements.
• Prepare and organize materials for meetings, presentations, and reports.
• Handle day-to-day administrative tasks such as answering phones, managing emails, and processing documents.
• Responsible for transcription of media interviews.

Travel and Logistics Management:

• Coordinate complex travel arrangements, including flights, hotels, ground transportation, and itineraries.
• Prepare travel documentation, such as travel itineraries and expense reports.
• Responsible for arranging the entire travel and stay for all the Senior Journalists.
• Arranging F&B for the journalist.
• Helping them to get relevant answers to all their queries related to the facilities.

Project Management:

• Assist in the management of projects, ensuring deadlines are met and objectives are achieved.
• Monitor progress, organize meetings, and facilitate communication across teams to ensure successful project completion.

Confidentiality and Discretion:

• Maintain full confidentiality regarding sensitive information and corporate matters.
• Handle confidential documents and communications with discretion.

Meeting and Event Coordination:

• Organize and coordinate executive meetings, conferences, and events.
• Prepare agendas, take meeting minutes, and follow up on action items.
• Assisting in evaluation and finalization of the venue.
• Vendor negotiations.
• Engaging with the journalists for any additional queries related to the product.
• Responsible for best hospitality (including deciding and implementing of F&B, and table stationary) at media events.
• Follow-up with the media on news coverage/photo publication/collection of photographs etc.

Research and Reporting:

• Conduct research for the executive on various topics, projects, or initiatives.
• Prepare reports, presentations, or briefs summarizing research findings or project progress.

Required Skills and Qualifications:

• Organizational skills: Ability to manage multiple tasks and priorities with great attention to detail.
• Communication skills: Excellent written and verbal communication, including the ability to interact with high-level executives and stakeholders.
• Time management: Ability to manage time effectively and handle conflicting priorities.
• Problem-solving abilities: Ability to handle unexpected situations and solve problems independently.
• Confidentiality: Demonstrated ability to handle sensitive information with discretion.
• Experience: Prior experience as an executive assistant or in administrative support is often required.

Educational Requirements:

• Bachelor's degree and Masters in business, communications, or a related field is preferred.

---