Executive Assistant

Role: Executive Admin

Exp: 10 years

Location: Bengaluru

Np: Immediate to 15 days

Responsibilities

Calendar Management: Handle Calendar, meetings and priorities

Rhythm Of Business: Rhythms Of Business are typically driven in consultation with the team leadership and include all hands, townhalls and technical reviews of various varieties: execution, marketing and business metrics.

Business Operations: Proactively manage budget and accounting processes for the team, anticipate procurement needs, vendor management all while working in a rich environment with a variety of support teams RE&F, HR, Finance, etc. Identify, recommend, and implement solutions to departmental operations and process issues. Keep abreast of changes in policies and ensure operational hygiene and compliance to policies by reviewing and providing information to the teams

Executive Support: Support executives travel itineraries, calendar, expenses, etc. Support end to end logistics and schedules for our external/internal executives including coordination with various levels of globally distributed teams. Manage schedules/calendars for the leader/s and anticipate needs to enable them to be more productive

Team support: Effectively plan and organize different team events. Coordinate off-sites including end-end logistics arrangements. Tune into the pulse of the team and anticipates their needs ahead of time and plan for the same. Single point of contact for all administrative tasks like raising purchase orders, verifying expenses as needed, updating internal tools, procuring gifts, mementos, awards, promptly assisting with team requests while ensuring compliance with corporate policies and procedures.

New Hires and workforce planning: Help in making sure new hires are setup and productive on the day they land by being pro-actively taking care of their access, hardware, IDs and other relocation logistics as required. Update and maintain organizational distribution lists, org charts and reporting and serve as the single point of contact for onboarding/exit processes and formalities.

Asset Management: Responsible for keeping track of all physical assets in the team, procurement and disbursement per policy.

Travel Management: Provides travel arrangements (Eg: Accommodation. Transportation, Security, group codes) For manager or group. Ensure required documents (immunization records, visas) are obtained for international travel.

Space Management and planning: Maintain up-to date space management processes and team spaces (Office location, Desk assignments, Private conference rooms, Seasonal transitional spaces, Remote/Location status) with guidance. Partner with managers across the organization and senior collogues to learn and execute processes. Support large scale requests