Job Description

Job ID


4008
Location


Gurgaon
Position Type


Contract

Overview:

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This is a temporary position for 12 months. The incumbent will be responsible for providing comprehensive support to the President & MD and managing the organization's facilities & administration. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Responsibilities:

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Key Activities

% Time Spent

Executive Assistant responsibilities

Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the President & MD, including those of a highly confidential or critical nature. Complete a broad variety of administrative tasks that facilitate the President & MD's ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; composing and preparing correspondence; collecting and preparing information for meetings with staff and outside

parties;

maintaining contact database; making travel arrangements; and completing expense reports. Arrange and handle all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes. Provide calendar management for President & MD.

60%

General Administrative Planning and Facility Management:

Supervise outsourcing, maintenance and repair projects, ensuring normal operation and

maintenance of facilities

. Supervise general

administrative procurement

, control costs, provide support to admin team and ensure cost-effectiveness Streamlining office operation to maximize

quality and efficiency

while reducing costs. Plan, execute, and control general administrative tasks and projects to achieve objectives effectively. Handling service level agreements, contracts and

rate negotiation

related to administration. Monitor, supervise, control and

report building maintenance

as per office requirement. Supervising general administrative service team. Promotes workplace safety by performing regular inspection, timely safety related corrections and conduct safety review meeting with admin team. 20%

Other Office Administration Responsibilities

Onboarding process for new employees - Coordinating with GATX IT for new employee IT accesses, ensuring laptop setup before joining, ID/business/access cards and meet & greet with the teams etc. GIPL LinkedIn Page - Managing GIPL LinkedIn page by posting the important event, conferences, team building activities etc. Liaison with vendors such as car rental, hotels, IT & telecommunication service providers to ensure efficient and cost-effective services. Provide event management support as requested. Provide logistical support to visiting GATX senior leadership personnel

20%

Qualifications:

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Scope of Work:

This position will interact with all levels of employees throughout the company including executive management as well as external parties like customers, partners, business associate and vendors.

Job / Work Environment Characteristics:

Position requires highest level of professionalism, cooperation, confidentiality and a friendly and


courteous disposition

Exceptional organizational skills and impeccable attention to detail. High degree of professionalism in dealing with diverse groups of people, including senior executives' staff. Ability to complete a high volume of tasks and projects with little or no guidance. Ability to work well within a cross-functional team environment Ability to take initiative and work independently and under pressure, with all levels of employees and external contacts

Education and/or Experience Required (including certifications):

Graduate in any discipline, MBA preferred 10-12 years of experience in executive support and facility management/ administration

Key Competencies

Exceptional organizational skills and impeccable attention to detail Excellent verbal and written communication skills. Ability to manage multiple tasks with an emphasis on retaining quality standards. Ability to quickly assess and prioritize projects and office tasks. Experience of handling staff from various disciplines such as maintenance, cleaning and security etc. Expert proficiency with Microsoft Office; ability to design and edit graphic presentations and materials

Other (i.e., physical requirements, travel, etc. that is not covered above):

NOTE:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.