Executive assistant

2 months ago

Bangalore, India Alliance University Full time

Alliance University is a Private University established in Karnataka State by Act No. 34 of year 2010. The University is recognized by the University Grants Commission (UGC), New Delhi. Alliance University is a renowned university located on an extensive state-of-the-art campus in Bengaluru, offering a variety of degree courses. The University has baccalaureate concentrations, postgraduate offerings, doctoral degree programs and several professional certificate programs. · Job Title : Executive Assistant · Job Location : Bengaluru, India · Educational Credentials : Any Undergraduate or Postgraduate degree or equivalent. · Work Experience : 0 - 2 years experience · Language Preferences : English, Hindi, and any other regional languages. · Notice Period : Candidates who can join immediately will be given preference. · Salary : Best in the industry The Executive Assistant will be responsible in supporting the senior leadership team of Alliance University. This role will work closely with the senior leadership to ensure smooth operations and efficient execution of various departmental initiatives and processes. This role will also be responsible for scheduling; reviewing, prioritizing and responding to emails; answering and returning phone calls; organizing documents; maintaining records; taking notes at meetings and any other administrative tasks that help the executive perform their job. ROLES & RESPONSIBILITIES: Manage the daily schedule and calendar of the university senior leadership, including prioritizing appointments, coordinating meetings, and making travel arrangements. Serve as the primary point of contact for internal and external inquiries addressed to the executive(s), providing timely and professional responses or redirecting as necessary. Prepare correspondence, reports, presentations, and other documents on behalf of the executive(s), ensuring accuracy and adherence to university standards. Coordinate and facilitate meetings, conferences, and special events, including logistical arrangements, agenda preparation, and minute-taking. Assist in the preparation and dissemination of materials for board meetings, committees, and other governance-related activities, ensuring compliance with regulatory requirements and deadlines. Conduct research and compile information as requested by the executive(s) to support decision-making and strategic planning initiatives. Collaborate with other departments within the university to facilitate effective communication and coordination of cross-functional projects and initiatives. Manage confidential and sensitive information with the utmost discretion, maintaining strict confidentiality at all times. Organize and maintain electronic and physical filing systems, ensuring efficient retrieval and storage of documents and records. Assist with special projects and initiatives as assigned by the executive(s) or university leadership team, providing support and coordination as needed. Serve as a liaison between the executive(s) and various university stakeholders, fostering positive relationships and facilitating communication channels. Stay informed about university policies, procedures, and initiatives to effectively support the executive(s) in their roles. SKILLS REQUIRED: Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines. Excellent written and verbal communication skills, with a professional demeanor and the ability to interact effectively with individuals at all levels. Proficiency in MS Office applications (Word, Excel, Power Point, Outlook). Ability to maintain confidentiality and handle sensitive information with discretion and integrity. Attention to detail and accuracy in data entry and record-keeping. Note: The roles and responsibilities outlined above are not meant to be an exhaustive list of tasks. The need for flexibility is required and the job holder is expected to carry out any other related duties that are within the employee's skills and abilities whenever reasonably instructed.

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