Executive Assistant and Communication Manager

Job Description

POSITION TITLE Executive Assistant JOB PROFILE IN JOB CATALOGUE Executive Assistant BUSINESS AREA/FUNCTION RAC - Refractory Producers REPORTS TO RAC Sales Director & Imerys India Country Chairman LOCATION Hyderabad JOB SUMMARY/PURPOSE Presentation of the Refractory Abrasives & Construction Business Area, in a nutshell: 1.4bn sales 4,050 employees 39 industrial sites in 15 countries 4,500+ customers serviced in 95 countries 3 Technology Centres in Austria, China & Lyon, France Reporting to the India Sales Director - Imerys India Country Chairman , the Executive Assistant is in charge of ensuring that building and related services are meeting the needs of the Imerys employees and provide a suitable environment for work. He/ She ensures secretarial and smooth administrative support to several Directors & Managers. The position would also be acting as the Communication Manager for Imerys in India and would be pivotal in ensuring Imerys India activities are updated on the Intranet and coordination for various exhibitions and conferences. Location: Hyderabad (India) Scope : Imerys India and RAC BA India/ Middle East related activities, primarily that of Hyderabad Office, support to Vizag Plant / Office as needed and any new office / plant in India when needed. KEY TASKS AND RESPONSIBILITIES Safety Ensure Office is safe and hazard free and Covid safety in the workplace Organise periodic Safety Meetings Maintain a clean, uncluttered and safe office environment Office Management & Efficiency Maintain and discharge all Administrative functions in a prompt and efficient manner including Periodic clearing of payments for trade associations, newsletters and memberships Managing of Annual Maintenance Contracts (Negotiations, Service & Payments) Dispatch & Entry for all shipments/ materials/ parcels outgoing by courier or hand IT & Telecom Support & Coordination Ensure trouble free and smooth operations for all communication hardware and services f or office, team and visitors In coordination with respective departments (Customer Care) and service providers Sales Support Support sales for logistics matters when necessary Own and update customers mailing lists on a regular basis Coordinate Customer Days with concerned managers, site team and communications for smooth and successful events Communications Be the Communication Correspondent Representative for the Imerys India office and sales activities Oversee exhibitions, and customer events nationally Negotiate contracts with venues, vendors, and service providers. Budget management in line with the agreed budget for the events. Organise internal events, meetings, or conferences for Customer days and Imerys local / International internal meetings Create and manage merchandising and signage material according to Imerys guidelines. Assist Communications Business Partners with local communications tools such as Secar Gazette, local advertising in printed and internet-based publications, and web-based events according to Imerys guidelines. Follow up with a debriefing after Tradeshows to share post-show assessment. Travel Management Organise and arrange Flights & Trains tickets/Visas/Hotels/Cars/Forex/SIMs, etc For the team and all inbound visitors JOB SPECIFICATIONS Bachelor's Degree in Business administration or any related education. 5-10 years experience in office management Proficiency in Google Suite is a must (Google Docs/ Google Slides/ Google Sheets) Good planning and organisational skills Excellent communication skills, both verbal and written Excellent command of English language Good time management and multitasking skills Experience in event management is a plus Ability to supervise people Imerys Leadership Competencies Cares for Self and Others You demonstrate self-awareness and nurture an inclusive and safe environment, empowering people to do their best. Collaborates for Success: You work together across boundaries to achieve shared goals. Commits to Customers: You understand (internal and external) customer needs and take action to meet them. Drives Results: You deliver sustainable results and strive for excellence. Shapes the Future: You think in long-term scenarios, anticipate future challenges and opportunities while prioritising sustainability.