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Executive Assistant

3 weeks ago

Pune HO Pune Maharashtra, India Avana Companies Full time

Position: Executive Assistant to MD & CEO
Location: Pune, India
Hours: (12 pm to 9 pm IST, frequently till 11pm to support UK/US offices tasks) need to be flexible as sometimes may need to work for Bahrain & US Office hours. (You will not be working overtime, but login will also be late when you require to work late hours, makeing total workings hours as only 8 hrs/ day).
Years of Experience: 3-10 years
Education: Any degree

Key Results
- Recruit and onboard a diverse workforce.
- Promote a positive work environment, ensuring inclusion and engagement. Measured through weekly average pulse rating of the employees.
- Ensure all communications, appointments, presentations, etc. on behalf of the CEO are handled within 24 hours of receipt or 24 hours ahead of due dates.
- Improve efficiency ratio within KSA office by 10%.

**Responsibilities**:
Executive and Personal Assistant
- Manage all incoming communications and messages for the CEO.
- Manage and organize calendars and appointment requests for CEO.
- Manage travel, accommodations, and car rental expenses for the CEO and his family in the most economical manner.
- Attend administrative meetings as required and prepare meeting minutes.
- Creating PowerPoint presentations and proofread documents as directed by CEO.
- Support all YPO network related matters and CEO post graduate studies.
- Assist in any executive/personal errands and duties as assigned by CEO which may include but are not limited to coordination of all vehicle registrations and renewals and arranging doctor appointments.

Office Management
- Manage ALL aspects of Office Management for Saudi Office. This includes but is not limited to planning, purchasing, controlling, and managing all supplies and inventory lists, maintaining all leases and utilities for the office, including scheduling maintenance.
- Becoming fully proficient with all conference room technology and function.
- Assist in all accounting duties such as expense management, client deposit management, petty cash, wire verification, and bill payments.
- Maintain various records and documents for the company.
- Support all Ezdaher administrative needs as required.

Human Resources
- Assist in drafting and updating HR Policies and Procedures.
- Process payroll for KSA office.
- Coordinate with EVP HR for any Admin/HR related matters.
- Ensure the legal standards for employment operations are maintained at all times.

Required Education and Qualification
- Bachelor’s degree holder
- At least 10 year’s accumulative experience (at least 5 years as an EA)
- Great attention to details
- Works with mínimal supervision
- Ability to multi-task and prioritize.
- Organization skills
- Interpersonal skills
- Knowledgeable in MS Office /Office 365
- Ability to travel

Desired Characteristics
- Positive and professional attitude
- Self-motivated
- Able to work in multi-nationality and fast paced environment.
- Trustworthy
- Flexible