Executive Assistant

Key Responsibilities:

1. Calendar and Meeting Management:

• Manage the daily schedules of the Leaders, 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.

2. 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.

3. Expense Management:

• Process and track expense reports for the Leaders, 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?

4. 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.

5. Project Support: (must have )

• Assist in the preparation of 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 teams as needed.
• Help with preparing materials/presentations for seminars and key note addresses, townhalls etc.

6. 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.

7.Travel/ Hotel vendor management:

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

8. Team building for marketing team

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

Qualifications:

• Bachelor’s degree or equivalent experience.

• 3-5 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.

Preferred Skills:

• Experience in working in fast-paced environments, preferably within FMCG or a related industry.

• Familiarity with travel management and expense tracking systems.

• Ability to work independently with minimal supervision, as well as part of a team.

• Strong interpersonal skills with the ability to liaise with senior stakeholders.