Executive Assistant

Job Description

FUNCTION OVERVIEW : Support the Managing Director in daily BAU activities, end to end business coordination and calendar management POSITION OVERVIEW: Looking for an experienced Executive Assistant with overall work experience of around 10 years. A person should have strong technical knowledge and work experience with core EA experience. Person will be assisting Managing Director and 2- 3 professionals in the Mumbai office and will manage various responsibilities within the overall EA function. PRIMARY RESPONSIBILITY: Handling Global stakeholders Manage and respond to phone calls, emails, and messages Consistently update and manage the calendar Prepare travel and accommodation arrangements Create reports, MIS and presentations as requested Manage Minutes of the meetings Prepare communication materials such as emails, memos, invitations, and the likes Proactively taking up the Ad-hoc and special request as directed Manage logistics and arrangements around conferences or events that the firm may host Manage other admin related activities, vendor management, sourcing the right vendor partners and negotiating appropriate rates for the firm Liaise with IT in worldwide and regional headquarters and service providers on setting up, running, manning, maintenance and development activities QUALIFICATIONS AND EXPERIENCE: (Academic, Professional, Relevant Job Knowledge) To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position: Any Masters/Bachelors with good educational background Experience of working with Senior Management Experience in working as an EA/ office manager in the investment management industry would be an advantage Ability to multi task and proactively take up responsibilities Great attitude, strong collaborator and easy to work with 10years of work experience Should have Good spoken and written English Technically competent on all aspects of EA / Admin desk Quick learner and multitasker Proactive, problem solving and can-do attitude, ability to assume responsibility independently on tasks and run with them” to conclusion are a key success factor An independent and self-motivated professional with excellent communication skills, able to build & maintain positive relationships with clients and colleagues at all organizational levels. Ability to work in a small; young and high-energy team Hands-on and strong attention to details is a must Good team management and interpersonal skills Good oral and written communications adapted to various audiences High ethical standards and ability to observe confidentiality Strong technical skills particularly on Excel