Job Description
1. Financial:
(1) Tracks performance of financial goals across functions / divisions under jurisdiction in collaboration with respective process owners and reports to the CEO and COO with focus
on collating:
- Revenue, profitability and initiatives for growth;
- Budget vs actual expenses and cost saving initiatives.
(2) Undertakes necessary compilation of expenses, disbursement of payments along with appropriate documentation with respect to the following for the CEO and COO:
- Travel within the base location and overseas including visa arrangement, hotel bookings, ticketing, local travel and Forex procurement;
- Car maintenance and usage;
- Hospitalization;
- Insurance renewals;
- Club membership and usage as well as membership of trade bodies and other associations;
- Journal subscriptions;
- Credit cards usage;
- Collates budget approval requests from teams under jurisdiction of CEO and COO.
2. Business Process:
(1) Assists CEO and COO in daily inhouse and external correspondence and keeps track of the same, for appropriate
follow up action.
(2) Coordinates all meetings and appointments of the CEO and COO with employees, visitors and external agencies.
(3) Facilitates review meetings of the CEO and COO at periodic intervals to discuss progress and performance of the business, teams and individuals.
(4) Performs necessary coordination with Heads of Departments (HODs) for structured employee communication / townhalls as per standard operating process.
(5) Presents MIS to the CEO and COO at periodic intervals after collation and comparative analysis of data with focus on compliance of:
- Standard Operating Processes;
- Statutory Compliance.
(6) Assists the leadership in talent search process in collaboration with the HR function through the following activities:
- Collates manpower requirements;
- Manages postings on LinkedIn and other talent search portals in collaboration with the HR department and
respective department heads;
- Assist in screening profiles through social networking sites and job portals;
- Coordinates the interview process;
- Engages with the new recruits for the joining and onboarding process as per joining checklist.
3. Customer Focus (External/ Internal):
(1) Presents MIS to the CEO and COO at periodic intervals after collation and comparative analysis of data with focus on:
- Customers and markets;
- Vendors and service providers;
- Competition;
- Status of Customer Relations Management (CRM) initiatives:
- Marketing activities and brand perception;
- Improvement of customer base, market entry.
(2) Provides information to the CEO / COO on any topic after referencing, through net search and networking, as and when required within desired timelines.
(3) Collates approval requests sent by HODs from all units for final approvals.
(4) Assists in critical CSR initiatives towards improving brand perception.
4. People Learning & Growth:
(1) Keeps self-updated through continuous learning and critical exposure to contribute to current and future business imperatives.
(2) Partners in improving employee engagement with focus on the following:
- Reward and recognition programs to motivate employees;
- Employee events to improve connecting;
- Diversity and inclusion programs.
(3) Presents MIS to the CEO and COO at periodic intervals after collation and comparative analysis of data with focus on:
- Status of talent acquisitions vis a vis talent plan;
- Performance of talent under jurisdiction;
- Status of implementation of people processes.
Requirement:
1. Graduation / Post Graduation in any discipline
2. 15-20 years of working experience with about 10 years of experience as executive assistant or office manager (for experienced candidate)
3. Experience of working with cross functional teams (for experienced candidate)
4. Knowledge of computer applications
5. Communication skills
6. Demonstrates Customer Focus
7. Entrepreneurial
8. Demonstrates Strategic Orientation
9. Strives for Execution Excellence
10. Accountable
11. Collaborative