Executive Assistant

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This position is responsible for MD's office including assisting and coordinating with India Business Leader for all related administrative and secretarial works. This will include, but not limited to; managing calendaring, meeting coordination, domestic/ international travel & handling of special projects.

**ESSENTIAL DUTIES AND RESPONSIBILITIES**:_Other duties may be assigned beyond the core functions listed below._

1

60%

**Support to Commercial Team**
- Ensuring India Commercial SG&A cost expenditure with budget by regulating submission of manager's payables before the cut-off date and validating DRO's report in portal and ensuring correct submission with proper feedback.
- Provide travel support to commercial team including interaction and decision making with travel agent and resolving their portal or other related issues.
- Ensuring alignment and healthy relationships with stakeholders and communicates on behalf of MD to track of tasks assigned to team members and follow up activities with other support functions, business units, channel partners and customers.
- Delivering eminently satisfactory quality of work with vigorous adherence to deadlines, ordering lunch, booking conference rooms, setting up projectors or video conferencing units.
- Driving engagement with cross-functional teams, scheduling meetings, arranging conference rooms, and liaising with multiple departments to achieve smooth office operations.
- Monitored teams on sales objectives and key performance indicators. Review and track monthly sales reports/ presentation and collate for management review.

**Document Controller**
- Maintaining repository and be the custodian of different business agreements. Ensure proper tracking of the documents and monitor the expiry of contracts.
- Ensure meeting between the customer/dealer and Gates is happening before the renewal or appointment of a new distributor.
- Helping in organizing the meeting and proper & Timely sign-off of the contracts.
- Prepare Dashboard on monthly basis for regional meetings.

**Marketing support**
- Vendor Onboarding and Management
- PR creation in oracle - PO process management
- Creating MRR, Gate Entry and ensure Vendor payment

3

40%

**MD's Office support**
- Regularly monitors & reports to the Leader about the progress of strategic initiatives, business performance, and key performance metrics and highlights significant deviations
- Providing entire secretarial support and coordination to provide administrative support to the MD and the commercial team in the follow up and completion of departmental work plans, meetings and travels (Local/Domestic or International). Ensure quarterly Town hall and unified customer meetings.
- Coordinate for quarterly distributor calls and Town Halls
- Calendar Management for MD by coordinating and monitoring regional calls, customer calls and Internal team's requirement. Time analysis for MD by preparing _Monthly Call Classification sheet_.
- Preparing Agenda, participate in review meetings, prepare minutes and track follow up tasks with respective stake holders and handle communications / urgent responses as and when required.
- Coordinate with Global team for India visit (Visa assistance, travel, customer visit and expenses)
- Create a quick access document with '_weekly movement schedule_' of MD's DROs and tracking their calendar's activity by preparing '_Call Log_'.

**SUPERVISORY RESPONSIBILITIES**:The incumbent reports to Senior Managing Director and support him in all day-to-day operations to achieve the business objectives of the company.

**QUALIFICATIONS**:_To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required._
- A Graduate Degree in Business / Engineering. Masters will be preferable.
- Minimum of 6 to 12 years of experience in Leadership Support role
- Tech Savy (Oracle/SAP experience will be preferred)

**REQUIRED SKILLS**:

- Excellent Communication skills including Presentation & Negotiation skills with exposure of dealing with internal and external stake holders
- Proven skills in Planning, Organizing & Managing Business Office
- Ability to meet deadlines and demonstrates effective time management skills
- Excellent business ethics and integrity
- Strong team player, proactively able to step in to support other team members as needed and share knowledge to allow cross training of all functions, builds collaborative relationships.
- Self-directed and motivated with insight and ideas to motivate sales teams

**PHYSICAL DEMANDS**:
Travel in case of Business need (domestic / international).