EA To CEO

Purpose of this particular role

• The aim of the Individual holding this role will be to increase the overall efficiency of a CMD/Director by ensuring timely and efficient execution of the assigned administrative/operational duties and bringing in bandwidth to the matters handled by the CMD/CxO/Director.
• Ensure the effective and efficient time usage for providing band-with to them to deal with strategic matters while ensuring operational and administrative matters are well coordinated, executed.
• This role needs to be able to handle sensitive and complex issues as a part of the role in a professional, objective and confidential manner and become a highly dependent member for the CMD/CxO/Director to depend on to deliver his/her own accountabilities and responsibilities.

What will you get by working at Neptunus:

• The Executive Assistant (EA) role serves as a foundational step toward advancing into a senior position in a line function
• Be part of our Vision to be a Great Service Brand and a Fulfilling Workplace
• Great earning opportunities in terms of salaries and bonuses. If you are a higher performer, attractive wealth creation programs such as our Growth Driver Program and ESSOP programs.
• Strong benefits such as hybrid working, loan policies, family insurance, Children’s Health Fund, free mental health support and exciting reward and recognition programs.
• Opportunities to solve new challenges, learn new technologies, experience different cultures and develop yourself and grow. 
• If you are hungry, self-motivated and able to deliver excellence, you will certainly thrive and advance your career at Neptunus.

Key Results and Key Activities:

• CalendarManagement: Manage Calendar and Priorities of CEO

  Manage, organize, and prioritize the CMD's electronic diary, scheduling appointments and conferences by assessing their priority, and coordinating teleconferences to maintain the CMD’s schedule effectively.

• Secretarial, support: Ensure Seamless support to CEO’s schedule by providing efficient communication and administrative support for 100% efficiency of work.

• ​​​​​Answer and screen calls, manage emails, and interface with domestic and international clients.
• Maintain organized paper and electronic filing systems, and ensure accurate transcription of meeting notes.
• Track and ensure closure of action points from senior leadership meetings.
• Gather and verify information, and prepare reports, presentations, and communication scripts for CMD.
• Manage personal finances, expenses, guest relations, and leave for direct reports, maintaining confidentiality.
• Professionally attend to CMD’s guests, organizing arrangements and assisting with hospitality tasks.

Travel Management: Coordinate & Manage all the travel related logistics for efficient, cost effective and smoother travel experience for CEO.

• Arrange detailed travel itineraries and coordinate all travel arrangements for the CMD, including visas, forex, accommodations, flight tickets, and local ground transportation.
• Prepare all necessary papers and travel folders for travel purposes, ensuring all documentation is complete and organized.
• Proactively monitor schedules through live-tracking and make necessary adjustments to travel arrangements in response to schedule changes.

High-Impact  projects: Lead and execute projects to support strategic initiatives to  drive organizational success.

• Assist the MD’s office in identifying and engaging suppliers in key territories for strategic business growth.
• Coordinate and update key stakeholders on internal audits, ISO audits, and critical organizational programs.
• Ensure seamless execution of cross-functional initiatives by collaborating with internal and external stakeholders.

Knowledge (Functional and Non-Technical) ( Must Have - M / Nice to have - N)

• Total 4-5 years of experience including 1-3 yrs as an Executive Assistant, Personal Assistant or similar role with a track record of managing the completing projects on time, drafting - M
• Master’s degree in business administration, communications, or a related field - M

Skills (Functional and Non-Technical):

• Strong communication skills in English. Ensure all drafted letters should be error free. - M
• Excellent organizational and time management skills, with the ability to prioritize tasks, efficiently report, maintain checklist & tracker - M
• Handling matters confidentially and sensitively. Be safeguarding the office of CMD and the credibility of the office - M
• Excellent Documentation skills, Filing, retrieval, planning and reviewing skills - M

Behaviors (Technical and Non-Technical): 

• Flexibility to adapt to changing priorities and work independently with minimal supervision - M
• Hungry and committed to produce work that sets a high bar of excellence - N
• Excellent attention to detail and ability to maintain high level of accuracy - M

Key Linkages:

Internal:  Heads of Departments, Line Managers / Directors, Owners Members from all teams: Middle Managers, Individual Contributors across functions

External:  Customers  / Business Partners (Indian and Foreign) / Consultants, Coaches, Bankers