The Hird - USA
Website:
thehird.com
Job details:
Job Description : Virtual Executive Assistant
Designation : Analyst
Reports to : Lead / Team Manager
Job Summary :
As an Executive Assistant, you will provide administrative support to junior-level professionals, managing schedules, communications, and key projects. You will serve as a trusted partner, ensuring operations run smoothly.
Responsibilities
- Extensive diary management in Outlook; scheduling internal and external meetings Globally. Providing quick availability to other EA’s and proactively resolving clashes.
- Organize professionals’ calendars.
- Building strong working relationships with the existing EA team.
- Maintain and manage contact lists.
- Regularly arranging video conference calls, using Zoom, across different time zones.
- Booking meeting rooms for internal and external meetings through Book-IT and registering guests on the EMS system.
- Booking restaurants.
- Making travel arrangements, including booking flights, trains and hotels through AMEX and booking cars directly with our providers for airport transfers and asset tours. Ensuring everything is booked correctly and all travel details are added to the professional’s calendar.
- Manage emergency changes/cancellations in a professional and calm manner.
- Handle visa applications and formalities promptly
- Communicate with the person traveling regularly to keep them updated on logistics.
- Handle all incoming travel requests and the processes that follow after
- Maintain and swiftly resolve employee feedback on tickets, visas, forex, insurance, hotel, and travel facilities as needed.
- Maintain the monthly travel expense sheet.
- Helping the expense team get receipts/project codes or anything missing to complete expenses.
- Create presentations and documents, as assigned.
- Gather and organize data for statistical analysis.
- Address Professionals’ administrative queries
- Coordinate with multiple departments to ensure quick resolution for the customer to adhere to SLA.
Requirements:
- Previous experience working within a global environment providing management support to employees/professionals.
- Ability to manage a calendar and schedule appointments.
- Proficiency with Microsoft Office tools such as Word, Excel, and PowerPoint.
- Skilled in data entry
- A flexible team player with strong work ethic and high attention to detail and accuracy.
- Good Time-management skills, ability to multi-task and manage conflicting priorities.
- Reliable, proactive and able to set priorities independently.
- A strong problem solver with good judgement and always willing to help.
- Excellent phone, email and instant messaging communication skills
- Ability to maintain confidentiality and professionalism when handling sensitive information.
- Good command of English, written and spoken
- Excellent Customer service and communication skills (Both Written and Verbal)
- Open to work in a flexible environment, including on public holidays and festivals when needed.
- Awareness of international travel regulations, customs, and currencies, but not essential.
Minimum Qualifications:
- Graduate or above
- Experience of 2 - 5 Years as Executive Assistant/ Managing Travel Desk & Expense/Client Servicing or in a similar role
- Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel).
Preferred Experience:
- Previous experience working in a similar industry or at least handling similar tasks and responsibilities.
- The candidate should preferably have experience in Implants, International Routing & Transit Visa.
Location: Bengaluru
Employment Type: Full-TimeThe ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.
Responsibilities
- Calendar management for executives
- Aid executive in preparing for meetings
- Responding to emails and document requests on behalf of executives
- Draft slides, meeting notes and documents for executives
Qualifications
- Bachelor's degree or equivalent experience
- Proficient in Microsoft Office suite
- Experience in managing multiple priorities, administrative coordination, and logistics
- Well-organized, detail-oriented, ability to multi-task with great follow-up skills
- Strong written and verbal communication skills
Click on Apply to know more.
