Executive

Key Responsibilities

• Logistics and Admin Work: Logistics for colleagues travelling from SG (Hotel/ Car
  Booking). Making reservation for Lunch and Dinners in Hotels. Conference room
  booking for them. Daily Pantry arrangement. Setting up meeting with various
  stakeholders and BU/SU heads like RMG, IBG, CBG, GTS, T&O-Operations etc.
• This involves checking calendar of various parties involved, booking conference
  rooms. It is to be done multiple times as each Issue Register discussion happens
  over multiple days before the same is agreed upon by all stakeholders.
  Participant email and follow up emails to participants.
• Liaising with external parties in the organization for induction and basic setup of
  new joinees in the department. Department Secretariat.This includes being one
  point contact for the department as and when the need arises.
• Others Dept related tasks: Other Social Initiative/ CSR work like making basic email
  invite, presentations, co-ordination with various stakeholders etc. Maintaining
  Expenses bills
• Managing the meeting schedules. Organize critical meetings basis the guidance
  from department head and ensure adequate technical arrangements for the
  meetings - VC (Video Conference) & AC (Audio Conference)
• Capturing the minutes and actionable of the weekly team meetings and do a follow-
  up to ensure closure on the actionable.
• Centralization and record keeping of actionable from senior management reviews
  and ensuring timely closure of actionable through follow-ups
• Ensuring timely business compliances from all asset teams on pre-defined
  activities like Vendor/Partner SLAs submissions in GRC, Invoice submissions,
  Agreement consolidations
• Creation and Access management of a central repository of different
  product/partnership documents.
• Organize and prepare for meetings (monthly team gatherings, critical internal
  meetings, external meetings), including gathering documents and attending to
  logistics of meetings
• Support the Head Audit in managing the day to day tasks, inventory management,
  printing and critical document transfers.
• Consolidate the list of WeTQ reward nominations across the asset teams and
  submit it for department heads review. Also post the approval, enter the winner
  details in the WeTQ portal.
• Centralize the Leaves and Travel expenses for the Asset and Strategic Alliances
  team
• Support in making any Domestic & Foreign travel arrangements, bookings and
  coordination. Travel bookings for India audit team. Setting up meetings during each
  audit with various stakeholders and BU/SU heads at pre audit stage. This also
  involves setting up meetings during each audit at time of Issue Discussion with
  various stakeholders.
• Visitor Management. Support in making requisite arrangements for any foreign
  delegate
• Maintaining various MIS reports and publish them to Asset leadership stakeholders
  for any escalation/decision.
• Help staff with Visiting Cards printing
• Arrangements for trainings.

Required Experience
Minimum 10+ years of experience of working as Executive Assistant to Managing
Director