Job Description

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Job Title- Senior Assistant

Location- Jaipur

Role Description

The Administrative Assistant provides the core support that facilitates the working of the business area to which they are aligned. The remit may also extend beyond office administration as is required to offer the particular support needed by that business area. The Administrative Assistant's tasks ensure the day to day smooth running of the business area. There may be a receptionist (e.g. providing first point of contact in meeting and greeting the visitors and telephone callers to the business area) and / or team activity coordination (e.g. booking conference calls, lunches, processing expenses) aspect to the remit. Administrative Assistants will be in contact with other Administration Profession members and areas of the Bank that support their Business area.

Additional

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 childcare assistance benefit (gender neutral)
• 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 prioritization 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

Your skills and experience

• 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 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) including email applications

• 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
• 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
• 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:

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.