Executive Assistant - Delhi, India - Clifford Chance LLP

Clifford Chance LLP

Verified Company

Delhi, India

1 week ago

Posted by:

Deepika Kaur

beBee Recuiter

Description

At Clifford Chance, we believe in bringing the client - both internal and external - to the centre of everything we do.

To do this we need to understand, anticipate and fulfil the unique needs and expectations of each client.

We call this "Client Focus" and to help deliver this core part of our business strategy, we want to recruit people who not only excel in their field but who are also client focused.

We are looking for people who:

can demonstrate a keen interest and enthusiasm to understand their Stakeholder's priorities
are self-starters but also team players ready to help others and contribute to the overall success
listen, understand, question and deliver; and are reliable and responsive, and worked in an environment of "client first"
in short, we are looking for people who are motivated by client satisfaction and who strive to exceed the expectations of their clients

Key Responsibilities

The EA will provide executive assistance and support to their Stakeholders, including (but not restricted to):

Calendar Management: Plan meetings proactively, manage conflicting demands and control dynamic diaries end to end. Arrange all logistics like agenda, pre
reads, co
ordinate and facilitate meetings as required, including attending such meetings, the taking of minutes and timely producing of action points/notes
Travel Management: Organise end
to
end travel including flight, rail, taxi, hotel, VISA, travel insurance, etc, and build extensive itineraries ensuring not just logistics, but complete agenda is well prepared. Update calendar with logistic details and save everything in an organised way in data repository
Expense Management and Budgeting: Proactively and meticulously submit all claims
expenses, mileage, etc
error free and with quick TAT. Assist with the raising and tracking of invoices as well as purchase orders. Support with updates for reporting and tracking against budgets where necessary
Documentation: Ensure all correspondence and relevant materials are produced in a timely and accurate manner and assist with creation of presentations as required. Management of document control on iManage (internal document storing software), and maintenance of other related software or tools as requested by Stakeholders
Project Coordination: Assist Stakeholders with conducting search, collating, and analysing data for the projects.
Assist in drafting monthly status reports, or reviewing them to ensure the information is accurate, and that risks and issues are escalated.
Track and monitor progress on the milestones and draft monthly reports. Make informed decisions on behalf of Stakeholder without handholding and meet all pressing needs in defined timelines
Consistency, Reliability and Integrity: This is the most important aspect of the engagement. Always maintain confidentiality, respect, and confidence of Stakeholders. Comply with all policies, procedures, legal and regulatory requirements and ensure highest levels of integrity
Collaboration: Work closely with your Stakeholders through regular correspondence. Be a team
player in the EA Hub at Delhi office, proactively participate in all activities and buddy new joiners, and provide absence cover where necessary
Adhoc: Assist with any other ad
hoc tasks like assisting with onboarding a new joiner in Stakeholder's team, creating/ updating distribution lists, working on upskilling sessions and newsletters for Stakeholder's Team, coordinating for off
sites, official gatherings, etc

Skills and Experience- 8+ years' experience, preferably in a multinational organisation with exposure to multiple cultures- Proven experience as an Executive Assistant or personal secretary to Senior Management, preferably involving minute taking and creation of presentations and Excel spreadsheets- Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities- In-depth understanding of entire MS Office suite (Word, Outlook, PowerPoint and Excel)- Ability to learn quickly, be curious and willing to get things done necessary to fulfil the requirements of the role and meet the business needs- Ability to organize a daily workload by priorities.

Must be able to work and meet deadlines in a fast-paced, time pressured, quickly changing environment both on your own and as part of a wider team- Project/programme experience is preferred though not essential as coaching will be provided

Analytical Skills- Ability to deal with new and unfamiliar situations- Ability to make effective decisions based on information or guidance available- Ability to break down problems into component parts in order to decide next course of action- Ability to think of ways to improve quality of service based on an understanding of the needs and concerns of the Stakeholders

Communicating and Influencing- Very good written and verbal communication skills- Excellent attention to detail- Approachable, helpful and flexible

Qualification

Bachelor's Degre