EA to CEO - Bengaluru, India - Magicbricks

Description

Specific to Bangalore office (EA to CEO)

• Assisting the CEO with daily administrative duties and completes a broad variety of administrativetasks (calendar of appointments, completing expense reports, composing & preparingcorrespondence, arranging complex and detailed travel plans, itineraries, agendas and compilingdocuments for meetings)
• Assists in coordinating the agenda of senior management team meetings. Prepares an account of themeetings and designates and follows up on assigned action items
• Travel bookings, arrangements wrt to CEO movement and coordination with related parties toensure 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 theservices 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 vendorrelationships– 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 CRITERIAIdeal Experience Degree Diploma in Hotel Management + 02 to 05 experience in Admin & facilities management as wellas 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 communicationskills (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