Assistant to Executive Director 

Role Overview:
As the Executive Director Assistant, you will play a vital role in enhancing the productivity and efficiency of our leadership operations. Your exceptional organizational skills and attention to detail will be key in managing the executive’s calendar, coordinating administrative tasks, and maintaining an organized office environment. 

The role can be performed in hybrid model – 3 days per week from office. 

Key Responsibilities:

• Calendar Management: Efficiently manage the Executive Director’s calendar, scheduling appointments, resolving conflicts, and ensuring optimal use of time for preparation and follow-up.
• Meeting Preparation: Prepare agendas, materials, and presentations for meetings. Take minutes and ensure timely distribution.
• Administrative Support: Perform general clerical duties including photocopying, scanning, document routing, and creating presentations. Maintain physical and digital records for easy retrieval.
• Travel Coordination: Manage travel itineraries for the Executive Director and team members, including flights, accommodations, and transportation.
• Project Coordination: Assist with projects related to process improvement, automation, and transformation as directed by the Executive Director and Leadership Team.
• Event Management: Organize and coordinate logistics for meetings, conferences, and events, including setting up equipment and arranging catering.
• Onboarding Support: Provide administrative support for new hires, including coordinating onboarding activities and office safety training.
• Financial Administration: Prepare and track expense reports for approval and ensure timely submission.
• Engagement Initiatives: Support employee engagement initiatives, surveys, and Corporate Social Responsibility (CSR) activities within the company.

Qualifications:

• Minimum of 2 years of professional experience in a similar role, in a global work environment, preferably in Global Business Services (GBS), Business Process Outsourcing (BPO), or Shared Services.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with relevant software.
• Strong written and verbal communication skills in English.
• Exceptional organizational and time-management abilities with a keen attention to detail.
• Demonstrate professional attitude with strong interpersonal skills and the capacity to manage confidential information with care and sensitivity.
• Strong problem-solving skills and adaptability to navigate unexpected challenges.
• Willingness to learn and embrace new technologies and processes.