Productivity Assistant, Research

Position Description

The main purpose of the Productivity Assistant is to support the CLSA India entity by partnering with the larger Administration team to ensure seamless business correspondence, client coordination, calendar management, scheduling meeting and taking minutes, travel arrangement and management (Airline booking, accommodation, logistics, visa paperwork, etc.) as well as helping out on the firm’s conferences.

This, like all roles within CLSA’s is a hands-on role and will suit someone with a very strong ability to multi-task and deliver seamless, high-quality coordination and administration work from an administrative to transactional level. The role requires a sensible, pragmatic, organized, analytical, and collaborative and client focused approach.

Key Areas of Responsibilities

• Manage scheduling for company executives
• Draft, review and send communications on behalf of company executives
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
• Answer and respond to phone calls, communicate messages and information to the executive
• Coordinate travel arrangements (Airline booking, accommodation, logistics, visa paperwork, etc.)
• Maintain various records and documents for company executives
• Manage bills and approvals in the OA (Office Automation tool)
• Prepare, reconcile, and submit expense reports
• Governance of Invoice and Purchase Requests (PRs) management in Office Automation
• Maintain confidential and sensitive information
• MIS & Reporting

Requirements

• Excellent written and verbal communication skills
• Interpersonal and presentation skills with Time-management skills
• Ability to pay attention to detail
• Organization skills and ability to multitask
• Good understanding of frequently used computer software and programs, such as Microsoft Office Interpersonal skills
• 8 - 12 years’ experience as an Executive Assistant and in administration management
• Able to work well under stringent deadlines with good judgment and strong risk acumen
• Experience in working with multiple company executives will be an added advantage