Executive Assistant

Job Description

The EA is responsible for providing comprehensive support to the Managing Director, Leadership Team and managing the organization’s office operations, including working remotely with the global stakeholders. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. Primary Job location would be GMR Aerocity.

You are meant for this job if:

• Provide sophisticated calendar management. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. 
• Act as a liaison and provide support to the Leadership Team. Arrange and handle all logistics for leadership meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.  
• Complete a broad variety of administrative tasks that facilitate the Director’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports. 
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Director, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect Director’s style and organization policy.  
• Work closely with the Management Team to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the stakeholders updated. Anticipate needs in advance of meetings, conferences, etc. 
• Coordinate all Management Team meetings and retreats and assist with staff meetings and events as needed. 
• Provide "gateway" role, providing a bridge for smooth communication between the Director and staff, demonstrating leadership to maintain credibility, trust, and support with the employees. Complete projects by assigning work to appropriate staff, including the Leadership Team, on behalf of the MD. 
• Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization. 
• Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Provide leadership to all levels of the organization, to meet their current and future information needs. Supervise IT consultants. Prepare budget recommendations. 
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc. 
• Provide event management support as requested. 
• Provide hospitality to all guests and help to create a welcoming environment.  
• Process and distribute business information. 
• Invest in building long-lasting relationships both externally and internally. 
• Other administrative duties as assigned for the overall benefit of the organization. 

QUALIFICATIONS/EXPERIENCE 

SUCCESSFUL CANDIDATES WILL POSSESS THE FOLLOWING QUALIFICATIONS: 

• Having 5+ years of experience, out of which minimum 2 years should be in repute multi-national company.
• Should have worked at least 3 years as Executive Assistant or Business Group admin or similar roles.
• Graduate in any stream. Preferably PG in Business Administration from prestigious institute. 
• Understand the importance of Safety, Quality, and delivery timelines. 
• Strong ability to execute work with a diversity, equity, and inclusion lens. 
• Significant executive support experience, including supporting C-level executives. Working experience with Engineering Leadership is highly preferred. 
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit presentations and materials. 
• Technical proficiency and day-to-day problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications). 
• Strong verbal and written communication skills. 
• Exceptional organizational skills and impeccable attention to detail. 
• High degree of professionalism in dealing with diverse groups of people. 
• Make appropriate, informed decisions regarding priorities and available time. 
• Ability to complete a high volume of tasks and projects with little or no guidance. 
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. 
• Able to maintain a high level of integrity and discretion in handling confidential information. 
• Excellent judgment is essential. 
• Ability to switch gears at a moment’s notice. 

WORK ENVIRONMENT 
• Thrive in an intense, do-it-yourself, challenging environment.
• Ability to work well within a cross-functional team environment and diverse communities.
• Adaptive in multiple reporting structure. 
 

Skills