Executive Assistant

This role will be responsible for managing the offices of the Director, Group CEO, Medical Director, CFO, and CHRO by coordinating schedules, handling communication, organizing meetings, managing travel, and ensuring smooth execution of administrative tasks across the leadership team.

Key Responsibility Statement

% of Time

1. Efficiently manage the daily operations of the offices of the Director, Group CEO, Medical Director, CFO, and CHRO, ensuring seamless administrative support.

2. Maintain and update schedules, calendars, and appointments, ensuring optimal time management for all executives.

3. Screen and manage incoming communication, including emails, calls, and messages, and ensure timely follow-ups.

4. Organize and coordinate travel arrangements, including tickets, visas, accommodations, and expense management, for domestic and international travel.

5. Prepare reports, presentations, and documents as required, ensuring accuracy and timely delivery for important meetings.

6. Plan and organize meetings, including booking conference rooms and managing logistics for board and stakeholder engagements.

7. Act as a liaison between the executives and internal/external stakeholders, ensuring effective communication and task follow-ups.

8. Coordinate with department heads and teams to track, prioritize, and deliver key tasks and projects for the leadership team.

Section Five: Knowledge, Skills and Experience

Educational qualifications/Certification (Threshold educational background required to execute the role)

Bachelors/Master’s

Relevant experience (Type/ Nature and years of relevant experience required to execute the role)

6 – 10 years in an Executive Assistant/ Secretary role.

Threshold skills and capabilities required to execute the role (Functional & Behavioural)

Functional:

• Proven work experience as an executive secretary to higher management officials, or handling multiple offices
• Experience working with Excel, PowerPoint, etc
• Ease of handling higher level Interdepartmental Co-ordination.

Behavioural:

• Ability to plan & organize one’s work schedule effectively.
• Trustworthy with attention to confidentiality
• Multi-tasking with good interpersonal and Communication Skills

Language Skills: English & Kannada (Optional)