Job Description

Position Description

Position Title:  Executive Assistant / Administrative Assistant

Business Line:  Fixed Income Division India

 

Basic Purpose:

The Executive Assistant is an integral part of FID India Business Unit (BU). The role of the Executive Assistant is to provide dedicated support to the Head of FID BU and to the senior leadership team. This role will provide general administrative support to entire BU for ~300 people. There is great opportunity for team / department contribution for those looking for a dynamic, and professional work environment. Ability to work both independently and in a fast paced, team environment is critical.

 

Primary Responsibilities:

  • Administrative support including travel logistics, expense management, calendar management, team meeting agenda and follow-up coordination as needed
  • Arrange all aspects of travel which includes booking flights, providing travel itinerary, arranging hotels and car service, assisting with international travel requirements, as needed
  • Proactively manage calendars via Outlook which includes scheduling meetings, conference calls, addressing meeting conflicts, assisting with hosting video conferences, room reservations and material preparation
  • Prepare and submit expense reports on a timely basis for travel or business-related expenses, follow up on discrepancies and missing receipts to keep balances current
  • Manage other administrative activities including maintenance and distribution of reports, management of email distributions, technology requests, preparing copies, ordering office supplies, coordinating equipment needs, reviewing/distributing incoming and outgoing mail and packages and greeting guests
  • Support regular needs relative to internal business strategy and assist in the production of high-quality documents and presentations
  • Support team by assisting with the onboarding / offboarding of employees
  • Process invoices and create funding requests using internal platforms
  • Purchase and send client gifts, set up lunch and dinner reservations and organize social events
  • Assist with ad hoc projects and provide backup coverage for other administrative assistants, as needed
  • Other duties may be assigned to meet the business needs

Job Requirements:

Bachelor’s Degree, Associate’s Degree or equivalent experience

  • 5+ years of prior administrative experience, executive assistance experience preferred
  • Investment management industry experience preferred but not required
  • Experience supporting multiple senior professionals including heavy calendar management and travel
  • Prioritization, attention to detail, follow-up with a sense of urgency, and strong organizational skills are essential
  • Excellent written, verbal and strong interpersonal communication skills
  • Proficiency in Microsoft Word, Excel, PowerPoint and Outlook. Presentation experience highly desired
  • Experience and knowledge Concur, SharePoint and Ariba a plus
  • Flexible attitude with the willingness to take on new assignments

 

 

Will laptop be provided – No

Work from Home / Office – Given the nature of the role, person is expected to be in office minimum of 4 days in a week

 

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