Executive Assistant

Job Summary

The Executive Assistant will manage a wide range of advanced administrative and executive support related tasks, will be able to work independently within established guidelines and will make independent decisions in regard to planning, organizing and scheduling work. The ability to interact with executives in a fast-paced environment, while remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.

Essential Functions

Executive Assistance

• Setting up recurring meetings as per requirement.
• Gathering & consolidation of inputs for regular meetings into presentations well in time for the scheduled day / time.
• Quarterly Communications Meetings - Gathering & consolidation of inputs in presentations. Moderation during meeting.
• Business Review Meetings - Gathering & consolidation of inputs in Presentation.
• Moderating meetings whenever required, communicating effectively, developing trust, and employing situational adaptability.
• Travel coordination & allied logistics for MC to be arranged whenever required by collaborating & communicating effectively.
• Undertaking meeting follow-ups, drawing up agendas & structure + maintain business dashboards.

Branding Activities

• Conceptualization of branding designs required for offices and events, getting these designed from Global Marcomm team. Conceptualization of non-branding designs for offices and events from local vendors and getting these validated by Global Marcomm.
• Co-ordination with Global Marcomm, sites & vendors for finishing branding / signage work, to get branding collaterals like Letterheads, Envelopes, brochures, etc. designed & approved on case-to-case basis and arranging to then print / fabricate locally well within the stipulated timeline.
• Collaborating to ensure readying event specific collaterals, if any conform to branding guidelines.

Corporate Communication

• Content creation (Write-ups, Flyers, Invites, Presentations etc.)
• Dissemination of info like Newsletters, Personnel & Restructuring Announcements, COVID Guidelines, Monthly Communications etc. with Employees in a timely manner.
• Designing & collating regular & event-specific communications as and when they happen.
• Translations of Confidential Letters, Communications, Information Collaterals to local languages Marathi / Hindi as & when required.
• Dissemination of information with Global Marcomm e.g., CSR, Events etc. to be included in internal publications as & when required.
• Designing customer invites & presentations as & when required.
• Collaborating with publications to publish articles, editorials, interviews, and advertisements as-and-when required.
• Active participation in organizing Business Review Meets right from planning, designing the invites, participant documentation for hotel, coordinating with global marcomm for branding for event, searching for third party team building, organizing event t-shirts & giveaways, co-anchoring the event, sharing photos & info with Global Marcomm to finally getting participant feedback.
• Carrying out the Master of Ceremony responsibilities for events, whenever required.

CSR & Employee Engagement/Welfare

• Take active part in implementing CSR activities to be able to complete them in the stipulated year.
• Be an active helper in brainstorming and implementing employee engagement & welfare activities under the GPTW area to address the issues from the survey as well as newer areas which present themselves.
• Involvement in Global Giving Initiative as one of the site-spocs – right from making teasers, collecting ideas, gathering volunteers, coordinating, arranging giveaways, communications in English and Marathi to sharing photos and info with Global Marcomm.
• Collaborating with HR and Admin to organize employee engagement & welfare activities all year long culminating in the Annual Day. Women's Day, Independence Day, Diwali, Men's Day, Tree Plantation to name a few.

Legal & Finance

• Co-ordination with Global Legal for vendor / customer registration requirements and with Global Legal & Sales team for Agreements / Contracts to help streamline them.
• Communications with vendor / customers on behalf of Finance for adherence to finance related compliances within stipulated timelines.
• Utilizes the Ariba system to manage expenses.

Special projects as needed.

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