Globsyn Business School
Website:
globsyn.edu.in
Industries: Education Management
Job details:
Company: Globsyn Business School
Industry: Education Management
Position: Executive Assistant
Department: Corporate Office
Location: Salt Lake Sec V, Kolkata
Job Type: Full Time, Permanent
For more details, please visit our website, www.globsyn.edu.in
Job Summary:
The Executive Assistant will provide high-level administrative and operational support to high level executives while driving process efficiency across the corporate office. The role requires a highly organized professional who can effectively manage executive calendars, schedule meetings, handle correspondence, prepare documents, and coordinate meeting requirements. In addition, the incumbent will support the execution, optimization, and standardization of business processes across various departments. Leveraging advanced Microsoft Excel skills, the role involves data analysis, reporting, process automation, and identifying opportunities to streamline operations and improve overall organizational efficiency.
Responsibilities & Duties:
Departmental Coordination:
- Act as an important point of contact between the Director & Trustee and other departments, ensuring seamless communication and coordination.
- Facilitate and track the progress of departmental reports, projects, and tasks assigned by the Director & Trustee.
- Follow up with department heads and teams to ensure timely completion of tasks and projects.
Meeting Management & Minute-Taking:
- Schedule and organize meetings for the Director & Trustee, including coordinating with attendees, preparing agendas, and ensuring all necessary materials are available.
- Attend meetings with the Director & Trustee, taking detailed and accurate minutes, and distributing them to relevant parties in a timely manner.
- Follow up on action items from meetings, ensuring that deadlines are met and reporting back to the Director & Trustee on progress.
Approval Management :
- Manage the process of obtaining necessary approvals for various documents and decisions on behalf of the Director & Trustee.
- Ensure that all approvals are documented and filed appropriately, maintaining an organized system for easy retrieval.
Memberships & Affiliations:
- Handle memberships by maintaining updated records, tracking renewals, and liaising with association bodies for networking opportunities.
- Stay updated on relevant industry memberships and ensure the Director & Trustee's involvement is maintained and leveraged for the benefit of the organization.
Communication Management :
- Draft and manage correspondence on behalf of the Director & Trustee, including emails, letters, and other communications.
- Screen and prioritize incoming communications, bringing urgent matters to the Director & Trustee's attention.
- Coordinate events and manage external stakeholder relationships.
- Attend industry forums, corporate events, and social engagements on behalf of the Director and prepare related event reports.
- Maintain a high level of confidentiality and professionalism in all communications.
International & Domestic Networking :
- Build and leverage international and domestic networks on behalf of the Director to accomplish assigned tasks.
Document & File Management:
- Prepare, edit, and proofread documents, reports, presentations, and other materials for the Director & Trustee.
- Maintain an organized filing system for both electronic and paper documents (physical and digital), ensuring ease of access, accuracy and confidentiality.
- Manage financial reimbursements and submission of corporate expense reports.
AI Tools & Tech Savviness :
- Utilize Open AI platforms and other AI-driven tools to optimize workflow, support data analysis, and generate reports.
Technology Research & Implementation:
- Conduct research on the latest technologies, platforms, and tools as per the requirements of the corporate office.
- Recommend suitable platforms for organizational use, based on cost-benefit analysis and alignment with business needs.
Utilisation of Subscription Modules :
- Track the usage and effectiveness of subscription-based services and software tools used by the organization.
- Evaluate the utilisation of each subscription, identifying underutilized services and recommending adjustments as needed.
Data Management & Analysis :
- Collect, validate, and analyse data from various departments (HR, Academic Delivery, Registrar Office, etc.) to support decision-making processes.
- Maintain and update internal databases, records, and reports related to corporate office functions.
- Prepare reports and presentations summarizing key insights from data analysis.
- Monitor key performance indicators (KPIs) and ensure they are aligned with institutional goals.
Continuous Improvement :
- Participate in initiatives to improve processes and increase operational efficiency within the corporate office.
- Stay updated on industry trends and best practices to contribute to process optimization efforts.
Administrative Support :
- Provide general administrative support, including managing the Director & Trustee's calendar, scheduling appointments, and handling day-to-day tasks and documentation.
- Assist in preparing the Director & Trustee for meetings, presentations, and public appearances, ensuring all materials and information are ready and available.
- Organize corporate meetings as required.
Qualifications & Skills:
Educational Qualifications:
Bachelor's degree in any field
Work experience:
Minimum of 5 years of experience in an executive assistant role or a similar role supporting senior management, preferably in a corporate environment.
Mandatory Technical Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Google Calendar, Time Zone Converter, Calendly, Adobe, Evernote, Zoom, Cam -scan, Microsoft Teams, Google Drive, Grammarly.
- Tech-savvy with proficiency in AI platforms, especially Open AI tools, for task automation, data analysis and workflow optimization.
Mandatory Soft Skills:
- Well-organized, detail-oriented, and able to multi-task with strong follow-up skills.
- Strong written and verbal communication skills.
- High level of discretion and confidentiality.
- Expertise in minute-taking, complex travel itineraries, scheduling, time flexibility, administrative coordination and logistics.
- Strong organizational skills to manage both physical and digital records efficiently.
- Excellent research and analytical skills for evaluating technologies and subscription - based models.
- Proactive approach to identifying improvements in processes; ability to work without close supervision.
Certifications (if any): NA
Note: Given the strategic nature of this role and its direct support to the Managing Director's Office and Senior Leadership, the incumbent is expected to maintain a high degree of professional availability and responsiveness. While standard working hours shall apply, the role may require the incumbent to be reachable beyond office hours, whenever necessitated by business priorities, to coordinate time-critical assignments, support executive decision-making, and ensure seamless continuity of operations.
Additional Requirements:
- Attention to detail.
- Ability to network across international and domestic circles to accomplish given tasks.
- Project report creation.
Interested candidates can mail their updated profiles at talent@globsyn.edu.in
Click on Apply to know more.