Executive Assistant

Job Summary: We are seeking a highly organized and proactive Executive Assistant to support the Directors. As key members of the management team, the Directors require dedicated support to manage their calendars, meetings, travel, and expenses. The ideal candidate will have excellent communication and organizational skills, with the ability to manage multiple priorities efficiently.

Key Responsibilities:

Calendar and Meeting Management:

• Manage the daily schedules of the Marketing and RGM Directors, including coordinating internal and external meetings.
• Organize and prioritize appointments, ensuring optimal time management.
• Prepare and circulate meeting agendas, take minutes, and follow up on action items.

Travel Coordination:

• Plan and book domestic and international travel, including flights, hotels, and transportation for the Directors.
• Prepare detailed travel itineraries, ensuring smooth coordination and timely arrangements.
• Handle last-minute changes to travel plans, ensuring minimal disruption.

Expense Management:

• Process and track expense reports for the Marketing and RGM Directors, ensuring compliance with company policies.
• Manage invoices, receipts, and reimbursements, and maintain accurate financial records.
• Assist with budgeting and cost-saving initiatives for travel and other related expenses for the Marketing department (RGM)

Communication & Correspondence:

Act as a point of contact between the Directors and internal/external stakeholders.

Draft, edit, and proofread emails, presentations, and reports on behalf of the Directors as needed. Work with Marketing team to ensure document formatting is excellent.

Handle confidential and sensitive information with discretion.

Project Support: (must have):

• Assist in the preparation of marketing and RGM reports, presentations, and data analysis.
• Conduct research and compile data as needed reports, meetings, and special projects.
• Support in organizing company-wide/brand specific events, workshops, and conferences.
• Coordinate and facilitate key projects across the Marketing and RGM teams as needed.
• Help with preparing materials/presentations for seminars and key note addresses, townhalls etc.

Office and Administrative Support:

• Handle administrative tasks such as filing, document management, and office supply management.
• Ensure the Directors have all necessary materials and resources for meetings and events.
• Maintain organized records, including meeting notes, project files, and correspondence.

Travel/ Hotel vendor management:

Support Admin head in managing travel management partner (flights) and hotel partners at all India level.

Team building for marketing team :

• Work with the marketing director to build a strong motivated team.
• Organise 1:1s regularly with the marketing director .
• Stay connected with the marketing team and help marketing director to have a pulse on the team.

Qualifications:

• Bachelors degree or equivalent experience.
• 3-8 years of experience in a similar executive assistant role, preferably supporting C- level Executive.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and scheduling software.
• Excellent organizational, multitasking, and time management skills
• Strong verbal and written communication skills with attention to detail.
• Ability to maintain confidentiality and handle sensitive information.