Job Description

Job Title: Senior Executive Assistant

Job Purpose/Objective: Provide secretarial and administration support Bangalore

/Dubai based Senior Leadership Team.

Job Summary:

The Executive Assistant (EA) to the Leadership will provide high-level administrative

support, including managing their calendar, communications, and special projects.

The EA will act as a key liaison between the Leadership and internal/external

stakeholders, ensuring smooth coordination and execution of various initiatives.

Key Responsibilities:

Administrative Support:


? Provide effective and efficient secretarial and administration assistance

to Leadership team and overseas visitors of the highest quality.

? Manage the daily schedule, including meetings, appointments, and

travel arrangements of aligned leaders

? Prepare and edit correspondence, presentations, and reports on behalf

of the leadership.

? Handle confidential information with discretion.

? Draft meeting agendas, take minutes, and distribute them to relevant

stakeholders.

? Organize town halls whenever necessary.


Travel Management:


? Coordinate all travel logistics, including flights, accommodations,

itineraries, and transportation for the Leadership

? Ensure all necessary documentation (e.g., passports, visas,

presentations) is prepared for international and domestic travel.


Project Management:


? Coordinate and track the progress of special projects and strategic

initiatives led by the Leadership

? Assist in planning and organizing internal and external events, board

meetings, and conferences.

? Follow up on tasks and deadlines for various departments on behalf of

the Leadership


Communication:


? Serve as the point of contact between the Leadership and

internal/external stakeholders.

? Facilitate communication within the leadership team and across

departments.

? Manage incoming emails and correspondence, prioritizing and

responding on behalf of the Leadership as needed.

? Liaison with other offices globally.

? Build good working relationships with executive

assistant/administration officers globally.


Stakeholder Management:


? Liaise with internal and external stakeholders to coordinate meetings,

events, and projects.

? Prepare briefing documents, presentations, and reports for the

Leadership team's interactions with external stakeholders.


Executive Office Operations:


? Ensure the smooth functioning of the Executive Office by handling

office supplies, maintaining records, and managing budgets related to

the activities of Leadership

? Assist in the preparation of the Leadership's annual budget and

manage financial reports related to their activities.


Qualifications:


? Bachelor's degree in business administration, Management, or a

related field.

? Minimum of 5-7 years of experience in an administrative/executive

assistant role, preferably supporting senior leadership.

? Fluency in English (read, write and speak)

? Proficiency in Microsoft Office tools


Skills & Competencies:


? Strong organizational and multitasking skills with attention to detail.

? Drives Results, Resourcefulness, Customer Focus, Communicates

Effectively, Builds Networks and Organizational Savvy

? Highly organized, proactive and efficient


? Forward thinker who can proactively handle circumstances and

situations - must be self-motivated and able to work independently with

minimal oversight.

? Very strong communication skills via email and phone, internally and

with external stakeholders

? Ability to handle high-pressure situations with diplomacy and

professionalism.

? Proficiency in MS Office (Word, Excel, PowerPoint) and scheduling

software.

? Strong problem-solving skills and the ability to work independently.

? High level of confidentiality and integrity.

? Ability to adapt quickly to different time zones and schedules during

travel.

Key Behavioural Traits:


? Proactive and resourceful.

? Strong interpersonal skills and ability to build relationships.

? Flexibility and adaptability in a dynamic environment.

? Ability to work under tight deadlines and travel on short notice when

needed.