Executive Assistant

• Manage Site leader appointments and schedules. Make travel arrangements to make best use of their time.
• Handle information confidentially and maintain the security of Executives records and files.
• Perform administrative tasks using independent judgment and discretion.
• Liaison with Executive Assistant of Senior Leaders of key customer accounts to facilitate the critical meetings and discussions.
• Plan and organize so that activities are completed accurately and on time. Activities may include preparing documents, screening and responding incoming correspondence, inquiries, phone calls, drafting letters and official information releases, arrange and attend meetings, take and distribute minutes.
• Facilitate the smooth communications between the Regional Business Leader and other stakeholders internally and externally.
• Effectively network with global leaders offices to ensure smooth collaboration with other regional EAs and adopt/exchange best practices.
• Lead the organization of division-wide meetings when requested.
• Carry out special work as directed by Regional Business Leader.
• Lead global leadership team visits. Responsible for planning and executing agenda and logistics management.
• Collaborate with functional leaders to follow up on actions directed by Business leader and ensure timely closure.
• SPOC for employee car lease program. Ensure end to end coordination of activities related to car lease right from application assistance, execution to lease closure formalities.
• Assist HR function in executing Long Service Awards Program.
• Manage day-to-day operations of the site including housekeeping, security, cafeteria, and utilities.
• Oversee preventive and corrective maintenance of equipment, HVAC, electrical, and plumbing systems. Ensure compliance with health, safety, and environmental standards.
• Coordinate with external vendors and service providers for facility-related contracts, negotiations, and performance monitoring.Optimize office layouts, seating arrangements, and space utilization to support business needs.
• Prepare and manage facility budgets, track expenses, and implement cost-saving initiatives.Act as the point of contact for employee facility-related requests and feedback.
• Ensure adherence to statutory requirements, conduct regular audits, and maintain documentation.

Qualifications/Requirements

• University Degree - Any Graduation from reputed College/University is preferred.
• Experience of at least 10years as an Executive Assistant with reputed MNC organizations.
• Should have work experience with assisting Leadership/Management level executives
• Exposure to global stakeholders/teams across multiple time zones will be preferable.
• Proficient with MS Office especially Excel and Powerpoint.
• Multi-lingual (French/Duetsch) skills will be an added advantage.

Desired Characteristics

Managerial:

• Strong communication and interpersonal skills
• Manage multiple priorities & task
• Good at time management & planning skills
• Good self-Judgment

Behavioral:

• Winning Behaviours Adding Value, Collaboration, Measured Risk-Taking, and Ownership
• Tactful, diplomacy and discretion
• High integrity and openness combined with commitment to good governance