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Executive assistant

1 week ago

Chennai, India Mobolutions Full time
The Executive Assistant plays a key role in fostering a culture that aligns with the brand and values of the organization. This position serves as a role model in terms of energy, optimism, attitude, and a results-driven approach. The Executive Assistant is responsible for supporting a wide range of team projects and activities, including project coordination, desk research, presentation and communication support, and handling day-to-day operational tasks. Additionally, this role contributes to employee experience and culture by organizing team socials, coordinating company gifts for team members, and ensuring the seamless execution of studio-wide events. This role also involves undertaking ad-hoc duties as requested by the Management Team, Head of Department, or relevant Executive, Director, or Manager, ensuring the smooth running of the team and its initiatives.
What you ll do:
Acting as the first point of contact, interacting with senior management both internally and externally, maintaining close relationships with clients. Collating and producing documents for a variety of forums including team and management meetings, other meetings, reports, and producing presentations
Managing the smooth and efficient running of busy diaries across several different time zones, ensuring that he/she is on time and armed with the correct information in advance of any meeting or call. Setting up and preparing meetings, understanding how the VC setup works within each of the meeting rooms in SCH (i.e. setting up VCs/Teams)
Managing emails/correspondence and administration, including some personal administration. Managing timesheets, raising POs, and submitting expenses for Executives
Planning extensive international travel, which is inclusive of the coordination of visas and letters of invitations
What you ll need:
Ability to maintain diplomacy and discretion at all times along with perseverance, patience and a sense of humor along with an ability to be resilient and tenacious and work fast and accurately under pressure and maintain a professional disposition at all times
Mature and effective communication skills both written and verbal
An interest in the business evidenced by reading incoming material and thereby remaining informed as to the current issues, contributing to team-wide conversations
Advanced IT literacy, demonstrable ability to navigate and use Outlook, Excel (printing spreadsheets), Power Point and Word. Taking and transcribing minutes of meetings (including Board meetings). Understanding of international time zones and their impact on organizing meetings.
Superior experience planning complex travel itineraries