Executive Assistant

Our Company:

ZF Steering Gear (INDIA) Ltd is a pioneer in Design, Manufacturing and Supply of Ball and Nut Integral Hydraulic Power & Worm and Roller Mechanical Steering Systems in India.

What we are looking for:

ZF Steering Gear (INDIA) Ltd is looking for an Executive Assistant to provide high quality, efficient and proactive administrative support to the Senior Management, to contribute to the positive and professional environment in the office.

Key Accountabilities & Responsibilities:

1. Key point of contact for Senior Management, proactively managing internal/external enquires and communication, some of which may be of a sensitive and/or confidential nature.

2. Prepare Excel & PPT reports for monthly, quarterly and annual management meetings, analyze financial and operational results of manufacturing units and present financial reports.

3. Proactive management of management schedule and meetings, organizing busy diaries including liaison with high profile and senior personnel including Government officers, Directors and Chief Executives of other corporations.

4. Support by preparing management for meetings, including organizing travel arrangements and itineraries, providing all supporting information and documentation such as agendas, minutes, papers etc.

5. Provide general administrative including printing, photocopying, scanning and filing, as well as coordinating internal management procedures, such as induction and appraisal management, updating holiday and absence records on the HR system, completing expense claims and other finance procedures.

6. Support the drafting of a range of materials such as presentations, speeches, and papers for meetings, including gathering data, researching material, creating PowerPoint presentations, and ensuring appropriate input from colleagues/managers.

7. Act as the conduit between the senior management by coordinating internal diaries and meetings, liaising effectively with business support colleagues, ensuring high regard for excellent customer service both internally and externally.

8. Review the post as and when it arrives to ensure that urgent matters are brought to the attention of the relevant person and that all post is sorted appropriately; ensure all outgoing mail is processed within reasonable timescales.

9. Take and type up minutes of meetings as directed and coordinate post-meeting correspondence to follow-up on actions to all relevant parties. Proactively coordinate and manage the actions and deadlines of the management and corporate management enabling them to respond promptly and appropriately to meeting outcomes/minutes, letters, emails etc., and to publish communications such as briefings, blogs etc.

10. Undertake specific projects as directed, some of which may be of a complex, sensitive and confidential nature. Provide ad-hoc support as required, such as conducting research, gathering data etc., and presenting findings in a timely manner.

11. Assist the management in maintaining good internal communications with staff, coordinating with the HR Director, as appropriate, including emails, newsletters, memos, staff meetings, away days and events, as required.

Qualifications and Requirements:

• BA or MBA in Finance or Business Administration
• Meticulous attention to detail and accuracy with strong planning and organizational skills.
• Proficient in Microsoft office (Word, Power Point, Outlook and Excel).
• Excellent secretarial skills including typing speed (minimum 60 WPM)
• Excellent English verbal and writing communication skills
• Ability to work flexibly with and for others
• Ability to work accurately under pressure and to deadlines
• Maintain productivity and calm when under pressure
• Ability to respond positively and pro-actively to colleagues and external contacts
• Excellent attention to detail and presentation
• Professional business understanding
• Highly proactive and self-directed with the ability to work independently effectively
• Demonstrate an interest in further education eager to learn
• Good networking skills and relationship builder both internally and externally
• Flexible and approachable with a positive and collaborative approach to problem solving
• Assertive with an outcome focused approach and friendly and helpful disposition
• Exceptionally discreet and tactful with awareness to maintain confidentiality with sensitive matters