Job Description

\xe2\x80\x93 APAC

Note to Hiring Manager:

In support of BNP Paribas APAC\'s Diversity Commitment, Hiring Managers are to consider at least 1 Asia Pacific national, 1 male and 1 female candidate for the position to be filled.

Job Title:

Executive Assistant

Date:

06/07/2023

Department:

IFSO

Location:

Mumbai

Business Line / Function:

GSO Mumbai

Reports to:

(Direct)

Senior Management

Grade:

(if applicable)

Senior Level

(Functional)

Number of Direct Reports:

Nil

Directorship / Registration:

Position Purpose

This role being recruited for EA position, which will involve working closely with GSO Mumbai Site head. The candidate for this position will be responsible for management support objectives at Mumbai

Responsibilities

Direct Responsibilities

CLIENT AND TEAM\'S OFFICE VISIT MANAGEMENT

--Arranging for logistics for the visitor, Ordering meals, maintaining data of the visitors visiting, arranging for access cards/assets/seating arrangement etc

ASSISTING GSO MUMBAI HEAD AND MANGEMENT WITH SUPPORT REQUIRED

- coordinating with the team as requested, collecting data for certain activity, scheduling meeting, preparing minutes/ excel documents as and when required

SCHEDULING MEETING AND MAKING REQUIRED ARRANGEMENTS FOR EXECUTING THE SAME

- Support Calendar Management

-Schedule meeting with N-1, N-2 and N-3, follow-up with them prior to the meeting
-Booking meeting rooms for the connect
- Arrange proper logistics required for the meeting

MISCELLANEOUS ACTIVITIES:

-- Maintenance of Mumbai GSO Call Tree, Mumbai GSO Staff Dlist

-- Support New joiner onboarding in office in structured manner
-- Reconciliation between DBT extract and card swipe database to ensure that staffs are booking desks on DBT to facilitate seat planning
--Support to MIS Team to prepare certain dashboard like WFH report

-- Support GSO/India Services team events including staff engagement, CSR, Sports etc

SUPPORT GSO MUMBAI HEAD/Management WITH ANY IT OR ASSEST AND ADMIN TEAM CO-ORDINATION REQUIRED

- ordering assets or software required
- coordinate with the IT team for any assistance required
- coordinating with the admin team for any admin support required while in office

-- GSO Mumbai Head Travel arrangement

SUPPORT AND CO-ORDINATING WITH GSO MUMBAI HEAD AND TEAM FOR BETTER CONNECT WITH NEW JOINERS, IT CONN

--Scheduling connects, preparing minutes on same day/latest by next BD, coordinating as and when required and sharing the feedback with all managers or required team

PREPARING RELEVANT DATA SUPPORTING THE MEETING AND WORKING ON ACTION POINTS DISCUSSED IN THE CONNECT

--Organize GSO Mumbai connect with IT/Admin/BCP team to support monthly governance

--Preparing presentation agenda and minutes for the meeting
--Work as a coordinator in between team for follow up on action point

Technical & Behavioral Competencies

MS Tools Knowledge

Outlook/mail usage knowledge

Skill to prepare minutes for management meetings

Positive attitude to deal with Staffs, visiting client/senior management

Ability to communicate effectively

Attitude to collaborate

Specific Qualifications (if required)

Skills Referential

Behavioural Skills: (Please select up to 4 skills)

Attention to detail / rigor

Ability to collaborate / Teamwork

Client focused

Ability to deliver / Results driven

Transversal Skills: (Please select up to 5 skills)

Ability to develop and leverage networks

Ability to set up relevant performance indicators

Analytical Ability

Ability to manage / facilitate a meeting, seminar, committee, training\xe2\x80\xa6

Ability to understand, explain and support change

Education Level: Graduation

Bachelor Degree or equivalent

Experience Level

At least 5 years

Other/Specific Qualifications (if required)

BNP Paribas