Executive Assistant Ii

JOB FAMILY SUMMARY:
Administrative Support provides a wide variety of office support and administrative functions in support of the department and/or leader. Requires proficiency in the full range of general office services and functions as well as knowledge of the services of their department and work assignments while handling details that may be confidential and critical in nature.

JOB SUMMARY:
The Executive Assistant II is responsible for handling confidential information and maintaining professionalism in dealing with leaders. The incumbent’s responsibilities may include schedule management, coordination of travel and events, project planning and drafting of internal and external communications. The Executive Assistant II will also be responsible for gathering data, creating ad hoc reports and preparing presentation materials.

MINIMUM QUALIFICATIONS AND REQUIREMENTS:

- Graduation (any specialization) with 4 - 7 years of expeirnce as Executive Assistant
- Ability to interact with colleagues and customers in a tactful manner and recognizes the importance of building professional and positive working relationships
- Strong time management skills, ability to prioritize and use time effectively and efficiently
- Strong communication skills, both verbal and written, with the ability to communicate in a clear and understandable manner
- Demonstrated ability to handle sensitive and confidential situations with tact and diplomacy, maintaining confidentiality and professionalism
- Effective stakeholder management internal and external
- Basic mathematical skills with the capability to work in fractions, decimal points, and whole numbers
- Ability to compile, coordinate and prepare reports
- Proven ability to pay attention to detail and multitask effectively
- Exercises judgment within defined procedures and practices to determine appropriate action

PRINCIPAL DUTIES AND RESPONSIBILITIES:

- Administrative support to Managing Director, India and others as required
- Maintain schedules, plan events, coordinate onsite meetings and conferences
- Organizing offsites for teams which includes planning, booking domestic travel, local stay, coordination with various stakeholders, budget negotiations (20 teams each quarter)
- Organizing All Hands by coordinating with various stakeholders for presentations, collating, hosting the meeting, moderating Q&A etc.
- Managing International travel for India employees which includes their visas, flight bookings, hotel stays, ground travel, expensing, approvals
- Manage requirements for travelers traveling from outside India to local office - support with documentation, meet & greet, coordinate conf rooms, meal arrangements, oversee IT requirements
- Participate in meetings, prepare agendas, minutes of meeting, follow-up on action items
- Meeting and negotiating with vendors for Swags, Gifts or Vouchers including managing internal communication, procurement, POs / invoices, distribution, expenses, approvals
- Planning and execution of Annual Events
- All other duties as assigned.

WORK ENVIRONMENT AND TRAVEL REQUIREMENTS:

- This role regularly utilizes a computer, including the use of a monitor, mouse and keyboard.
- The noise level in the work environment is usually moderately quiet.

SCOPE OF SUPERVISION/AUTHORITY:
Duties are performed under limited supervision. Often responsible for planning and organizing their own work, which may or may not be directly related to general business operations of the company or its customers. Will receive training and guidance from manager as needed. Individual contributors may be required to regularly exercise discretion and independent judgment with respect to matters of significance depending on the nature of the position. No direct management responsibility.