Managing timely approval from the VP desk on business documents
Managing task list, prioritization, and deadlines
Coordinate travel arrangements, file and manage expense reports
Working with other leaders/ others on collating reports or data as may be required
Organize meetings, town halls, teleconferences and webcasts, plan and send out agendas & invitations, coordinate meeting logistics, prepare presentations and other materials, and troubleshoot problems and special meeting requests.
Data entry, preparing reports, process letters, recognition certificates and other materials (charts, graphs, presentations, word documents etc.) using Microsoft Office
Maintain a well-organized filing system, ensuring critical and/or confidential data is appropriately and accurately managed and stored
Liaise directly with senior management, division executives, and administrative support staff
Planning and organizing offsites, luncheons, team building events, etc.
Answer, screen, and route phone calls; respond to requests; prepare and screen communication, email, and voicemail
Managing internal and external visitors
Support of departmental goals to ensure completion of ongoing projects and special assignments
May be assigned non-routine projects
What you need
Education & Special Trainings:
5+ years of experience providing administrative and operational support at an executive level
Any specialized training/ certification in general management or administrative assistant will be a plus
Preferred exp in managing CTO-level executives in MNCs.
Preferred exp of managing commercial leaders in a matrix organization
Qualifications & Experience:
Demonstrate excellent interpersonal, oral and written communication skills
Strong proficiency in using Microsoft Office Suite technology, including presentation creation and formatting, complex document creation, spreadsheet creation and maintenance.
Demonstrate proficiency in email and calendar systems preferring Outlook proficiency; meeting management preferring Microsoft Teams; and data storage, modification and retrieval preferring SharePoint.
Detail orientation
Organizational skills to establish proper structure and order
Ability to prioritize multiple simultaneous deliverables and work in a demanding environment
Ability to take initiative, learn new concepts, processes, tools and applications; improve current processes to bring efficiency
Physical & Mental Requirements:
Must be able to review printed and handwritten materials.
Must be able to analyze and resolve complex administrative issues of a broad scope using independent judgment.
Must be able to observe and correct minute inconsistencies (e.g. in the printed word, report appearance, etc.)
Must be able to understand and work within complex interdivisional procedures and executive schedules
