Executive Assistant

Executive Assistant

Client & Customer Management (Internal):

● Coordinate the daily calendars of senior managers, plan appointments, and events.

● Schedule and organize client and other meetings.

● Support senior managers to ensure their needs are met, and assist colleagues in managing internal relationships.

● Act as the primary point of contact for colleague requests, scan for urgency and confidentiality, answer, redirect, monitor, and follow-up.

● Maintain and update PTO and event calendars.

● Code and organize all relevant project documents, managing the archiving process in Google Drive.

Facilities:

● Deliver specified outcomes and/or assist others in designated facilities management activities using existing systems and protocols.

● Plan and coordinate the recognition of flowers/gifts for colleagues and clients.

● Maintain profiles and new user information in Egencia Travel and monitor data accuracy.

● Support identified invoicing and payment processes under the oversight of the Executive Support Manager.

Internal Communications:

● Write and distribute posts for birthdays, anniversaries, and welcome new colleagues on Connect.

● Maintain address and anniversary lists for Growth Office, Enterprise Customers, and Enterprise Finance.

Logistics/Arrangements:

● Schedule and coordinate meetings with single/multiple internal and external parties and monitor attendance and invitation follow-up.

● Responsibilities for the Executive Assistant working with the onshore/offshore Leadership team:

Calendar Management:

● Manage calendars effectively, considering time zones, providing timely responses, and handling logistics for various meetings.

Travel:

● Coordinate visa processes, manage bookings and cancellations (tickets, hotel, cab), arrange insurance, and handle web check-ins.

● Organize logistics for stakeholder visits, including invitation letters, cabin bookings, and airport/hotel pick-ups.

Expense Reports:

● Reconcile Amex statements, raise expenses (mobile and travel), track reimbursements, and manage benefit reimbursements (medical claims, club membership, car lease).

● Provide support for IT returns.

Events Management:

● Maintain an events calendar, including birthday/anniversary reminders and coordination of practice events, team-building events, and floor coordination.

Procurement Support:

● Assist with procurement activities as needed.

Space Management:

● Collaborate with the Local Management team on space-related matters.

Teams and ELT Communications Management:

● Manage distribution lists and purchase order processes, including a basic understanding of purchase orders.

Knowledge Repository:

● Establish storage and file all correspondence for cross-functional knowledge management.

Presentation Preparation and Support:

● Prepare presentations, emails, draft contracts/renewal letters, abstracts, and presentations for review meetings.

Reporting to:

● Business Leader Offshore, or Business heads onshore names to be mentioned.

Shift Timings:

● Coverage is from 8 AM to 5 PM (EST), equivalent to 6:30 PM to 3:30 AM IST (Daylight Savings adjustments as per the EST time zone).

To be successful in this role, you should have

● Attention to detail, a solid understanding of relevant business aspects, and adaptability.

● Strong interpersonal and cross-functional communication skills.

● International experience working with Executive Leaders is a must.

Qualifications:

● Bachelor's degree in Human Resources, Business Administration, or a related field; Master's degree preferred.

● Proven experience in HR operations, with progressively increasing leadership responsibilities.

● Strong knowledge of HR practices, policies, and employment laws.

● Demonstrated ability to lead and manage a team effectively.

● Excellent communication, interpersonal, and organizational skills.

● Proficiency in HRIS, MS Office Suite, and HR-related software.

● Change management expertise and experience in process improvement initiatives.

● Strategic thinking and problem-solving abilities.