EA to CEO - Bangalore Urban, India - Magicbricks

    Magicbricks
    Magicbricks Bangalore Urban, India

    2 weeks ago

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    Description

    Specific to Bangalore office (EA to CEO)

     Assisting the CEO with daily administrative duties and completes a broad variety of administrative

    tasks (calendar of appointments, completing expense reports, composing & preparing

    correspondence, arranging complex and detailed travel plans, itineraries, agendas and compiling

    documents for meetings)

     Assists in coordinating the agenda of senior management team meetings. Prepares an account of the

    meetings and designates and follows up on assigned action items

     Travel bookings, arrangements wrt to CEO movement and coordination with related parties to

    ensure all the requirements are complete before time and seamlessly

     Assistance to senior leadership on making travel and other related arrangements

    COMMON ADMIN ROLE AND RESPONSIBILITIES

     People & Process Management

    – Develop and maintain processes for support staff (Engineering and Soft services) to ensure the

    services are delivered seamlessly to the end users.

    – To ensure knowledgeable and well motivated team is deployed on site

    – Manage and coordinate different tasks between different business units

     Stakeholder Management

    – Proactively engage stakeholders to ensure that on site expectations are met

    – Build and develop effective stakeholder relationships across multiple levels of the organization

    – On-site key point of contact for Admin related queries/concerns within the region

     Contracts Management

    – Plan and manage all contracts to ensure that they are professionally delivered at the right costs

    – Ensure expiry of contracts are well-monitored and re validations are initiated beforehand

    – Ensure contracts/vendors are continually assessed to deliver best value.

    – Negotiate contracts to optimize delivery and cost saving Manage contractor and vendor

    relationships

    – Procurement & Vendor Management

     Finance Management

    – Verify payment and invoicing for respective services

    – Prepare and track facility budget

    – Develop and implement cost reduction initiatives

    – Ensure financial processes are adhered to

     Health & Safety Management

    – Ensure the provision of a safe working environment

    – Advise on and monitor energy efficiency

    – Oversee environmental health and safety

    – Respond to facility and equipment alarms and system failures

    – Ensure compliance with statutory regulations on fire, health and safety standards

    CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA

    Ideal Experience

     Degree Diploma in Hotel Management + 02 to 05 experience in Admin & facilities management as well

    as executive assistant to CXOs

     Has background and experience working in service industry and handling multiple branches

     Should have directly handled calendars of CEO or CXOs

     Should have a basic understanding of managing CEO office like coordination with other departmental heads, conducting senior level meetings, collation of reports etc

    Other Personal Characteristics

     Strong communicator – Good presentation skills and possesses strong verbal & written communication

    skills (English, Hindi & local language), also an active listener

     Self-motivated; confident & energetic

     Ability to effectively deal with stressful situations

     Flexible – able to adapt to rapidly changing situations

     Strongly goal-oriented – able to focus on meeting all performance targets

     Is a team player – able to cooperate and work well with others to meet targets

     Proven ability to initiate and follow through with improvement initiatives

     Should be honest and trustworthy

     Open to new ideas & willing to challenge status quo