Global Head of Capability Services - Executive Assistant

Role & responsibilities

Job Summary

GLG is seeking an intelligent, resourceful individual with exceptional communication skills as Executive Assistant to senior management of GLG

Specific responsibilities include:

• Provide a broad range of administrative support to Global Head of Capability Services & Gurugram Head, including, calendar management, liaise with managements / leaders or their EAs in different regions to schedule internal/external meetings/calls/VCs covering multiple time zones, expenses reimbursements, prepare meeting materials, arrange gifts/hampers for clients/prospects etc.
• Ability to interact with internal and external senior-level executives and their assistants in a professional manner and be proactive in anticipating business and administrative needs
• Familiar with different time zones and able to schedule meetings, calls, VCs, accordingly
• Organizes executive files (electronic and hard-copy). Ensures materials are readily accessible and file maintenance is current.
• Researches and prepares a variety of correspondence, presentations and reports using office support software. Compiles materials from multiple sources into unified presentations. Maintains absolute confidentiality of information
• Logistic support to internal activities, such as Global/APAC Townhall, overseas executives visits, offsites, internal trainings etc.
• Provides back-up support to other executive assistants whenever necessary. Cover reception occasionally
• Other ad hoc duties as assigned
• Consolidate data and prepare monthly reports
• Submit invoices to Account Payable for payment and ensure Account Payable to make payment in a timely manner
• Liaise with HR/Legal to renew company insurance, license, business registration annually
• Arrange/assist office events, such as summer/Christmas party, new joiner lunches/drinks, farewell lunches/drinks and ensure all expenses are within budget
• Liaise with different vendors to negotiate/renew service contracts and ensure all vendors are providing the best services to GLG. Provide feedback to vendors when necessary.
• Coordinate with different external parties (such as clients, prospects, headhunters, candidates etc.) to set up meetings, calls, VCs etc. and prepare meeting materials
• Arrange complex business travels including flights, hotels, visas, ground transportations etc.

Preferred candidate profile

• Bachelors Degree from a top tier university
• Five to eight years experiences working in MNC as an executive assistant supporting C-level managements
• Experience in calendar management, logistics management, Meeting notes and follow ups
• Manage travel and expenses for the
• Excellent interpersonal and communication skills, including demonstrated proficiency in oral, writing and presentation abilities in a business-focused setting
• Excellent word processing and IT skills including MS Office (Word, Excel and PowerPoint
• Ability to multi-task and prioritize activities, while ensuring a high level of accuracy and attention to details
• Ability to work under pressure and to meet tight deadlines
• High level of trustworthiness
• Ability to research, digest, analyze and present materials clearly and concisely
• Proactive, team player, professional, responsible