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Executive Assistant

2 weeks ago

Gurgaon, Haryana, India GLG Full time ₹ 6,00,000 - ₹ 12,00,000 per year

Role: Executive Assistant

Timings: 11am – 8pm IST

Model: Hybrid role (4 days a week in office)

Job Summary

GLG is seeking an intelligent, resourceful individual with exceptional communication skills as Executive Assistant to senior management of GLG  

Specific responsibilities include:

  • Provide a broad range of administrative support to Global Head of Capability Services & Gurugram Head, including, calendar management, liaise with managements / leaders or their EAs in different regions to schedule internal/external meetings/calls/VCs covering multiple time zones, expenses reimbursements, prepare meeting materials, arrange gifts/hampers for clients/prospects etc.
  • Ability to interact with internal and external senior-level executives and their assistants in a professional manner and be proactive in anticipating business and administrative needs
  • Familiar with different time zones and able to schedule meetings, calls, VCs, accordingly
  • Organizes executive files (electronic and hard-copy). Ensures materials are readily accessible and file maintenance is current.
  • Researches and prepares a variety of correspondence, presentations and reports using office support software. Compiles materials from multiple sources into unified presentations. Maintains absolute confidentiality of information
  • Logistic support to internal activities, such as Global/APAC Townhall, overseas executives visits, offsites, internal trainings etc.
  • Provides back-up support to other executive assistants whenever necessary. Cover reception occasionally
  • Other ad hoc duties as assigned
  • Consolidate data and prepare monthly reports
  • Submit invoices to Account Payable for payment and ensure Account Payable to make payment in a timely manner
  • Liaise with HR/Legal to renew company insurance, license, business registration annually
  • Arrange/assist office events, such as summer/Christmas party, new joiner lunches/drinks, farewell lunches/drinks and ensure all expenses are within budget
  • Liaise with different vendors to negotiate/renew service contracts and ensure all vendors are providing the best services to GLG. Provide feedback to vendors when necessary.
  • Coordinate with different external parties (such as clients, prospects, headhunters, candidates etc.) to set up meetings, calls, VCs etc. and prepare meeting materials
  • Arrange complex business travels including flights, hotels, visas, ground transportations etc.

Requirements: 

  • Bachelor's Degree from a top tier university
  • Five to eight years experiences working in MNC as an executive assistant supporting C-level managements
  • Experience in calendar management, logistics management, Meeting notes and follow ups
  • Manage travel and expenses for the
  • Excellent interpersonal and communication skills, including demonstrated proficiency in oral, writing and presentation abilities in a business-focused setting
  • Excellent word processing and IT skills including MS Office (Word, Excel and PowerPoint
  • Ability to multi-task and prioritize activities, while ensuring a high level of accuracy and attention to details
  • Ability to work under pressure and to meet tight deadlines
  • High level of trustworthiness
  • Ability to research, digest, analyze and present materials clearly and concisely
  • Proactive, team player, professional, responsible