Senior Manager Chairperson's Office

3 weeks ago

New Delhi, India Arthan Full time

The Senior Manager of the Chairperson's Office plays a vital role in providing impeccable
administrative support to the Chairperson. This position requires exceptional
organizational and communication skills, as well as the ability to handle confidential
information with utmost discretion. The incumbent will be tasked with the job of ensuring the smooth functioning of the Chairperson's office

Key Responsibilities

Day-to-Day Functioning: Understand day to day needs of the Chairperson and ensure
compliance.

Administrative & Travel Support: Provide comprehensive administrative support to the
Chairperson, including managing calendars, scheduling meetings in India and abroad,
coordinating travel arrangements and adherence to protocol requirements, and preparing necessary documents and presentations. Be a Man Friday when traveling with the Chairperson and see to it that he is comfortable with proactive involvement with Hotel staff.

Communication and Correspondence: Handle all incoming and outgoing communications on behalf of the Chairperson, including emails, phone calls, and written correspondence. Draft and proofread documents, reports, and presentations as required in close coordination with concerned teams. 

Stakeholder Management: Act as the liaison personnel between the Chairperson and various internal and external stakeholders, including senior executives, board members, government officials, and staff members. Maintain professional relationships and ensure effective communication and coordination.

Meeting Management: Organize and coordinate meetings, conferences, and events
involving the Chairperson. Ensure Chairperson has timely access to agendas, and relevant materials before meetings/events. Follow up on action items and ensure timely completion.

Information Management:
a. Create a database of information related to the Chairpersons Office. Understand
day today needs of the Chairperson and ensure compliance.
b. Manage and organize the Chairperson's files, records, and confidential documents.
Maintain an efficient system for document retrieval and archiving. Ensure sensitive
information is handled with the utmost confidentiality. Record minutes of meetings
where required.
Relationship Building: Foster positive relationships with key stakeholders, both internal
and external, to enhance the Chairperson's network and influence.

Team Coordination: Coordinate with the Chairperson's team members to ensure
effective collaboration and seamless work. Delegate tasks, monitor progress, and
provide guidance when needed.

Strategic Support: Support the Chairperson in strategic planning, goal setting, and
execution of key initiatives. Contribute to the development and implementation of
policies, procedures, and best practices within the office.                

Skills-

1. Strong Organizational Skills: The Senior Manager Office requires excellent
organizational skills to manage calendars, schedules, and prioritize tasks effectively. The
ability to multitask and handle multiple projects simultaneously is crucial.
2. Excellent Communication Skills: Strong written and verbal communication skills are
essential for this role. Senior Manager Office will often be responsible for drafting emails, reports, and presentations on behalf of the Chairperson, as well as communicating with various stakeholders.
3. Discretion and Confidentiality: Given the sensitive nature of the information handled in this role, the Senior Manager Office must exercise discretion and maintain confidentiality at all times. The ability to handle confidential information with utmost professionalism and integrity is essential.
4. Problem-Solving Abilities: Senior Manager Office should possess strong
problem-solving skills to anticipate and address challenges efficiently. Proactive thinking
and the ability to make quick decisions are valuable in this position.
5. Relationship Building: Building and maintaining positive relationships with stakeholders, both internal and external, is crucial. Senior Manager Office should have strong interpersonal skills and the ability to represent the Chairperson professionally.

Compentencies-

1. Adaptability and Flexibility: Senior Manager Chairperson Office should be adaptable to changing circumstances and able to handle ambiguity. Flexibility in managing priorities and adjusting to new situations is important.
2. Attention to Detail: Attention to detail is crucial in managing the Chairperson's office. The Senior Manager Chairperson Office should have a keen eye for accuracy and be able to review and proofread documents meticulously.

Experience 

At least 7-10 years experience in providing high-level administrative support, preferably in an executive or senior management office, is valuable. Experience in managing calendars, coordinating meetings, and handling correspondence is an advantage for this position.

1. Administrative Experience: Prior experience in providing high-level administrative support, preferably in an executive or senior management office, is valuable. Experience in managing calendars, coordinating meetings, and handling correspondence is
advantageous.
2. Stakeholder Management: Experience in effectively managing relationships with various stakeholders, such as senior executives, board members, and external partners, is beneficial. Experience in a role involving interaction with diverse groups of people is an
advantage.
3. Confidentiality: Experience handling sensitive and confidential information with discretion and confidentiality is essential. Previous experience in roles where confidentiality was a priority, such as executive assistant or senior administrative roles, is valuable.
4. Decision-Making: Experience in supporting decision-making processes and providing
insights and recommendations is desirable. Previous involvement in research, data
analysis, or preparing reports for senior management is advantageous.

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