Job Description
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<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">Perform administrative duties for executive management. Responsibilities include coordinating and managing projects, screening calls, making travel and meeting arrangements, preparing reports. Requires strong computer and internet research skills. Also calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.</b></p>
<h3 dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">Reporting</b></h3>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">This role will have reporting to the Office Manager – India. </b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">Interaction with others in GA</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">Wide scope of interaction with investment professionals and support team in the India Office and other GA offices</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">Working Hours</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">9:00 am – 6 pm. Monday – Friday. Can be required to work longer hours occasionally and coordinate activities / attend calls from outside the office when necessary. </b></p>
<h2 dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">Personal Assistance</b></h2>
<h3 dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">Travel Scheduling & Coordination</b></h3>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel. </b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Work closely with other Executive Assistants for scheduling meetings and travel, proactive in sharing information and to be open in communication with Executive Assistants.</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Arrange air travel, ground transport and hotel bookings for executives through internal or outside agents</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Prepare itinerary, trip folders and other required supplies.</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Booking of office and meeting rooms for the executives traveling to other GA office’s by working closely with other office Executive Assistants</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Assist with executive’s personal travel requirements if any.</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Need to coordinate after-hours and weekends especially in case of schedule changes and emergencies and when executives are traveling. </b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Monitor changes in flight schedules and make changes when required and ensure that the executive is updated.</b></p>
<h3 dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">Meeting Scheduling & Coordination</b></h3>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Handle all inquiries through phone and in person for the assigned executives and arrange call backs and ensure to close the loop.</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Update firm wide online meeting scheduling systems on a timely basis.</b></p>
<h3 dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">Expense reporting & claims tracking</b></h3>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Complete Online expense reports after trip by collecting the bills, boarding pass, hotel invoices etc. and to be well versed with firm wide travel & entertainment policy</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Track timely reimbursement through credit / direct payment to credit card company</b></p>
<h3 dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">Contacts / Database Management</b></h3>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Updating details of persons met in contacts database.</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Tracking movement of people and updating contacts</b></p>
<h3 dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">Tracking membership / loyalty programs, expiry & renewals</b></h3>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Ensure points / miles are correctly credited</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Track expiry of miles / points and ensure use/ extension</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Ensure subscription & membership fees and paid</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">Coordinating with IFA and Bank RMs for paperwork, signatures etc.</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Assistant the executive with their personal tasks like banking, credit card payments, personal travel bookings etc. whenever needed.</b></p>
<h2 dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">Qualifications & Education Requirements</b></h2>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Graduate in any discipline</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Proficient in MS Office – preferably in Office 365 and its add-ins o Proficient in Excel, Word & PowerPoint o Well versed with features of Outlook</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Familiar with iOS o Familiar with other software applications (desktop as well mobile) used in GA would be an added advantage. e.g.: Box, SmartSheet, Zoom, Workday </b></p>
<h2 dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">Preferred Skills & Competencies</b></h2>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Strong interpersonal skills. Strong team player and able to quickly establish key relationships in the business.</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Strong English communication skills – written and spoken; able to conduct independent coordination. Ability to communicate with the teams in other locations and with senior management</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Quick to learn new IT requirements – work closely with the IT to gain knowledge. </b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Curiosity to improve processes & the way things are done; innovative in approaching tasks/ projects.</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• See a task through to the end rather than wait on others / give justifications for not completing something.</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Good coordination skills</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Proactive in approach – stays a step ahead rather than having to be given instructions all the time. Ability to think and get the task completed without having to be told / handheld every step of the way.</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Able to prioritize conflicting requirements & schedules and make changes on a real time basis.</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• High level of accuracy and attention to detail when problem solving.</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Hands-on person who has the ability to work to tight deadlines and organize work to manage conflicting demands.</b></p>
<p dir="ltr"><b id="docs-internal-guid-e9e0fe60-7fff-55b0-aaae-9b5a64d39c0e">• Methodical, highly organized , process-oriented and good analytical skills </b></p>
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