Team Manager

Job Summary :

We are seeking a highly experienced and professional Senior Executive Assistant to provide top-tier administrative support to our C-Level executives. The ideal candidate is proactive, discreet, and thrives in a fast-paced environment while ensuring seamless operations at the executive level.

Responsibilities

• Manage complex calendars, meeting schedules, and travel arrangements across multiple time zones.
• Coordinate internal and external meetings, including board meetings, off-sites, and leadership events.
• Prepare process related internal reports for reporting to managers/leadership.
• Partner with business units to gather data, prepare reports, and facilitate decision-making
• Prepare presentations for business reviews with stakeholders.
• Coordinate with multiple departments to ensure quick resolution for the customer to adhere to SLA.
• Share volume reports on a monthly/quarterly basis with stakeholders.
• Prepare/revise understanding documents and SOPs relating to the processes
• Take high-level meeting notes and ensure timely distribution of minutes and follow-up actions
• Regularly arranging video conference calls, using Zoom, across different time zones.
• Booking meeting rooms for internal and external meetings through Book-IT and registering guests on the EMS system.
• Booking restaurants.
• Maintain the monthly expense reports, reimbursements and vendor relationship as needed.
• Helping the expense team get receipts/project codes or anything missing to complete expenses.
• Building strong working relationships with the existing EA team.
• Maintain and manage contact lists.
• Train and supervise other administrative staff.
• Address Professionals administrative queries
• Making travel arrangements, including booking flights, trains and hotels through AMEX and booking cars directly with our providers for airport transfers and asset tours. Ensuring everything is booked correctly and all travel details are added to the professionals calendar.
• Manage emergency changes/cancellations in a professional and calm manner.
• Handle visa applications and formalities promptly
• Communicate with the person traveling regularly to keep them updated on logistics.
• Handle all incoming travel requests and the processes that follow after
• Maintain and swiftly resolve employee feedback on tickets, visas, forex, insurance, hotel, and travel facilities as needed.

Minimum Qualifications & Experience:

• Bachelors degree in Business Administration, Communications or related field; Masters preferred.
• Minimum of 10 years + of experience supporting C-level executives in dynamic, high-growth environments.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (Google Workspace, Zoom, Teams, Slack, etc.)
• Experience working across time zones and in a global context is a plus.
• Exceptional written, verbal, and interpersonal skills.
• Flexibility to respond to off-hours request and urgent matters when necessary.
• Strong organizational, problem-solving, time-management skills with attention to detail.
• High emotional intelligence and discretion.

Preferred Experience:

• Previous experience working in a similar industry or at least handling similar tasks and responsibilities.
• The candidate should preferably have experience in Implants, International Routing & Transit Visa.