Job Description

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Job Title: Remote Assistant - Senior role

Location: Jaipur, India

Role Description:

IB CB Central, you will be part of the central utility for administrative assistant roles that will provide core support for a business area and at times may extend beyond the primary business area. Strong administrative and organizational skills are needed to ensure day to day smooth running of the Business area. You will play a key role in assisting senior management and the team with various tasks and projects.

What we'll offer you

As part of our flexible scheme, here are just some of the benefits that you'll enjoy

• Best in class leave policy
• Gender neutral parental leaves
• 100% reimbursement under child-care assistance benefit (gender neutral)
• Flexible working arrangements / Work from Home Option (if necessary)
• On job training on various International Reporting Standards relevant to the profile
• Sponsorship for Industry relevant certifications and education
• Employee Assistance Program for you and your family members
• Comprehensive Hospitalization Insurance for you and your dependents
• Accident and Term life Insurance
• Complementary Health screening for 35 yrs. and above

Your key responsibilities

Acting as an owner and the first point of contact to coordinate tasks and admin activities for the Managing Director and/or Director including:

• Co-ordinate calendars / schedules to ensure effective time management and prioritisation of engagements where necessary
• Own the setup of meetings across multiple time zones, booking rooms and coordinating catering so that events run without disruption
• Working with the Site Lead Assistant to co-ordinate and oversee site-wide events
• Prepare materials for internal and external mandates e.g. presentations, spreadsheets, management reports, agendas to a professional standard, maintaining attention to detail
• Provide administrative support for project work and ad hoc activities, including division specific tasks (eg on-boarding, space planning)
• Establish trust to be able to handle sensitive telephone and email correspondence
• Cover for other assistants for holiday/sickness
• Screen telephone calls, pass on messages
• Actively share knowledge with fellow Assistants and foster support culture across divisions and provide cover when other team assistants are out of office
• Works with other Assistants where necessary to ensure support needs are covered eg short-term absence
• Supporting and coordinating with Team Lead Assistant with onboarding and offboarding process for joiners and leavers to the team, including email communications, IT set up, drive access, advising on asset collection and return
• Managing team email distribution lists, update joiners and leavers and conduct periodic recertification in coordination with Team Lead Assistant
• Document Archiving
• Implement best practices
• Develop / Mentor talent within the team
• Troubleshoot for the Junior Assistants
• Preparation of admin SOPs for easy future reference

Your skills and experience

• 5-7 years of related experience in a Personal / Team Assistant role
• Analytical / reporting skills

• Excellent verbal and written communication skills. Ability to converse clearly with regional and global employees
• Highly organised individual and an excellent planner with attention to detail
• Experience of working in multi-tasking, KPI-driven, performance-metric focussed, timeliness and quality focussed environments
• Good organisational skills and the ability to prioritise heavy workloads to ensure optimum service delivery, demonstrating flexibility when handling multiple tasks
• Ability to work well under pressure in a fast-paced environment
• Excellent computer skills (MS Office), email application and basic experience of working with databases (data matching, data entry, basic reporting)
• Ability to work well in virtual teams in matrix organisations
• Flexible, reliable and adaptable with a positive approach
• Able to proactively initiate, develop, and maintain effective working relationships with team members including stakeholders, demonstrating the ability to cooperate with a variety of people
• Excellent organisation / prioritisation skills and the ability to anticipate needs and act independently
• Ability to handle confidential information and use discretion around sensitive management issues

Education - Bachelor's degree level (Business Administration) or equivalent qualification

How we'll support you

• Training and development to help you excel in your career
• Flexible working to assist you balance your personal priorities
• Coaching and support from experts in your team
• A culture of continuous learning to aid progression
• A range of flexible benefits that you can tailor to suit your needs

About us and our teams

Please visit our company website for further information: l

Our values define the working environment we strive to create - diverse, supportive and welcoming of different views. We embrace a culture reflecting a variety of perspectives, insights and backgrounds to drive innovation. We build talented and diverse teams to drive business results and encourage our people to develop to their full potential. Talk to us about flexible work arrangements and other initiatives we offer.

We promote good working relationships and encourage high standards of conduct and work performance. We welcome applications from talented people from all cultures, countries, races, genders, sexual orientations, disabilities, beliefs and generations and are committed to providing a working environment free from harassment, discrimination and retaliation.

Click to find out more about our diversity and inclusion policy and initiatives.