Executive Assistant

Role -:Executive Assistant

Qualification & Experience :

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

Knowledge & Skills

• Proficiency in MS Office Suite (Excel, Outlook, PowerPoint, Word)
• Excellent communication skills (verbal and written) in English with strong interpersonal skills
• Strong organizational and administrative abilities with influential stakeholder management
• Understanding of international travel processes and logistics
• Ability to handle urgent or weekend tasks, particularly around travel
• Confident and proactive personality with a calm approach in high-pressure situations

Administrative Support

• Provide daily administrative assistance, including handling calls, emails, and internal communication
• Manage calendar efficiently, schedule meetings, and coordinate internal/external interviews
• Approve Concur requests and support team members in using the Concur system
• Coordinate office car bookings and other logistics with the admin team
• Ensure timely reminders and nudges for mandatory trainings (e.g., POSH, Conflict of Interest)
• Act as a reliable crisis support resource, maintaining composure and readiness

Travel Management

• Independently manage domestic and international travel for the Sales Head and DILT members
• Coordinate flights, hotels, and ground transport while adhering to company policies
• Handle last-minute bookings, unavailable hotel cases (outside portal), seek timely approvals, and book accordingly
• Ensure travel expenses are submitted and maintain a record of Concur entries for at least one year
• Maintain medical e-cards for employees and assist with policy-related travel clarifications

Documentation

• Maintain, organize, and archive important documents and records for easy retrieval
• Ensure confidentiality of sensitive information
• Handle documentation related to Power of Attorney for East zone approvals
• Support internal documentation needs, data compilation, and compliance tracking

Office Administration

• Monitor office supply levels, pantry items, and stationery, and coordinate replenishment
• Ensure meeting rooms and shared spaces are presentable and functional (AV setup, seating etc.)
• Track maintenance needs and coordinate repairs or service follow-ups with vendors
• Assist in organizing internal events and leadership visits (venue, logistics, basic setup)
• Coordinate caterers, guest lists, and internal communications for office functions

Housekeeping

• Liaise with housekeeping staff to ensure cleanliness and hygiene is maintained across the office
• Conduct routine checks and escalate any issues related to upkeep
• Ensure hygiene essentials (sanitizers, tissues, refreshments) are stocked regularly
• Oversee daily office maintenance and support basic compliance requirements

Employee Engagement

• Support HR in planning and executing employee engagement events and internal celebrations
• Coordinate logistics, invites, and materials in collaboration with the HR team
• Assist with onboarding arrangements (desk setup, welcome kits, basic orientation support)
• Be a point of contact for employees needing help with internal processes

Additional Expectation:

Act as a dependable support to the Sales Head, staying alert to internal dynamics, managing escalations calmly, and stepping in proactively when urgent assistance is needed. This role demands discretion, efficiency, and responsiveness at all times.

Diversity statement:

We embrace diversity in the broadest possible sense. This means that you’ll be welcomed and celebrated for who you are just by being you. You’ll be part of and help build and champion an inclusive culture that celebrates people of different gender, ethnicity, ability, age, sexual orientation, social class, educational backgrounds, experiences, mindsets, and more.

Our ambition is to create the best performing, most trusted and respected consumer products companies in the world. Join us and help transform our business as we take our brands to the next level and build new ones as part of shaping the next generation of celebrations for consumers around the world.