Executive Assistant

Description

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to a global team. Acting as the Single Point of Contact (SPOC), the role involves managing calendars, coordinating travel, handling expenses, processing invoices, and facilitating seamless communication across various stakeholders. The ideal candidate will have strong interpersonal skills, excellent written and verbal communication, and proficiency in MS Office. With 7-12 years of relevant experience, they will be adept at prioritizing tasks, maintaining confidentiality, and ensuring efficient team operations across multiple geographies.

The Role

• Team Support: Provide comprehensive support to entire team/multiple managers, acting as the Single Point of Contact (SPOC) for the team and assisting in all business aspects. Work closely with stakeholders from US/UK, and other geographies, ensuring all the work is handled efficiently.
• Communication: Proficient in written and spoken English, with the ability to draft emails/ responses independently.
• Calendar Management: Manage calendars effectively. Scheduling meetings and coordinating calls across various time zones as per stakeholder requirements.
• Expense Management: Manage expenses using Oracle Expense Management System, including collecting, submitting, and monitoring regular expenses.
• Travel Management: Arrange travel for team members, coordinating with Amex for ticketing, visas, hotel bookings, and car rentals ensuring all travel details are updated in stakeholders’ calendars.
• Invoice Management: Raise and monitor invoices through the Ariba system, ensuring timely payment by coordinating with the Finance department.
• Information Management: Manage internal and external communications, including memos, presentations, emails, and reports.
• Decision-Making Support: Determines appropriate course of action, referral, or response. Work closely with the team/ line manager to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Prioritization & Coordination: Prioritize conflicting needs, handle matters expeditiously and proactively, and ensure tasks delegated by stakeholders are completed within agreed deadlines. Coordinate with Cross-Functional teams to ensure all deliverables are met.
• Interpersonal Skills: Maintain strong working relationships with all team members, demonstrating the ability to collaborate effectively and maintain a positive team dynamic.
• Technical Skills: Demonstrate proficiency in MS office (Word, Excel, PowerPoint), and the ability to extract and analyze reports from systems.
• Confidentiality: Handle sensitive issues and confidential information with the utmost discretion.
• A motivated self-starter with strong interpersonal skills.

Qualifications

• Strong organization skills
• Expertise in Email, Calendar, Travel and Expense Management
• Experience in Event Planning & Management
• Excellent verbal & written communication skills
• Tech savvy with proficiency in MS Office
• Effective stakeholder management
• Graduate of any discipline
• Minimum of 7-12 years of relevant Executive Assistant experience
• Proven experience handling geographically diverse stakeholders

Note: Employment-based non-immigrant visa sponsorship and/or assistance is not offered for this specific job opportunity.