Executive Assistant

Executive Assistant Client & Customer Management (Internal): ● Coordinate the daily calendars of senior managers, plan appointments, and events. ● Schedule and organize client and other meetings. ● Support senior managers to ensure their needs are met, and assist colleagues in managing internal relationships. ● Act as the primary point of contact for colleague requests, scan for urgency and confidentiality, answer, redirect, monitor, and follow-up. ● Maintain and update PTO and event calendars. ● Code and organize all relevant project documents, managing the archiving process in Google Drive. Facilities: ● Deliver specified outcomes and/or assist others in designated facilities management activities using existing systems and protocols. ● Plan and coordinate the recognition of flowers/gifts for colleagues and clients. ● Maintain profiles and new user information in Egencia Travel and monitor data accuracy. ● Support identified invoicing and payment processes under the oversight of the Executive Support Manager. Internal Communications: ● Write and distribute posts for birthdays, anniversaries, and welcome new colleagues on Connect. ● Maintain address and anniversary lists for Growth Office, Enterprise Customers, and Enterprise Finance. Logistics/Arrangements: ● Schedule and coordinate meetings with single/multiple internal and external parties and monitor attendance and invitation follow-up. ● Responsibilities for the Executive Assistant working with the onshore/offshore Leadership team: Calendar Management: ● Manage calendars effectively, considering time zones, providing timely responses, and handling logistics for various meetings. Travel: ● Coordinate visa processes, manage bookings and cancellations (tickets, hotel, cab), arrange insurance, and handle web check-ins. ● Organize logistics for stakeholder visits, including invitation letters, cabin bookings, and airport/hotel pick-ups. Expense Reports: ● Reconcile Amex statements, raise expenses (mobile and travel), track reimbursements, and manage benefit reimbursements (medical claims, club membership, car lease). ● Provide support for IT returns. Events Management: ● Maintain an events calendar, including birthday/anniversary reminders and coordination of practice events, team-building events, and floor coordination. Procurement Support: ● Assist with procurement activities as needed. Space Management: ● Collaborate with the Local Management team on space-related matters. Teams and ELT Communications Management: ● Manage distribution lists and purchase order processes, including a basic understanding of purchase orders. Knowledge Repository: ● Establish storage and file all correspondence for cross-functional knowledge management. Presentation Preparation and Support: ● Prepare presentations, emails, draft contracts/renewal letters, abstracts, and presentations for review meetings. Reporting to: ● Business Leader Offshore, or Business heads onshore names to be mentioned. Shift Timings: ● Coverage is from 8 AM to 5 PM (EST), equivalent to 6:30 PM to 3:30 AM IST (Daylight Savings adjustments as per the EST time zone). To be successful in this role, you should have ● Attention to detail, a solid understanding of relevant business aspects, and adaptability. ● Strong interpersonal and cross-functional communication skills. ● International experience working with Executive Leaders is a must. Qualifications: ● Bachelor's degree in Human Resources, Business Administration, or a related field; Master's degree preferred. ● Proven experience in HR operations, with progressively increasing leadership responsibilities. ● Strong knowledge of HR practices, policies, and employment laws. ● Demonstrated ability to lead and manage a team effectively. ● Excellent communication, interpersonal, and organizational skills. ● Proficiency in HRIS, MS Office Suite, and HR-related software. ● Change management expertise and experience in process improvement initiatives. ● Strategic thinking and problem-solving abilities.