Executive Assistant - Manager
Ola
مجموع سنوات الخبرة :16 years, 3 أشهر
Duties:
Executive Support
• Handling a broad variety of administrative tasks for the Leader including managing
an extremely active calendar of appointments, managing conflicts, scheduling and rescheduling; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Planning, coordinating and ensuring the Leader's schedule is followed and respected. Providing "gatekeeper" and "gateway" role, ensuring the balance is maintained for direct access to the Leader's time and office.
• Communicate directly, and on behalf of the Leader, with Board members and other Senior Leaders, on matters related to LEADER's programmatic initiatives.
• Provide a bridge for smooth communication between the Leader's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Working closely and effectively with the Leader to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer, " having a sense for the issues taking place in the environment and keeping the Leader updated.
• Providing leadership, and manages a variety of special projects for the Leader, some of which may have organizational impact.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, appreciation notes, personal correspondence, and other tasks.
• Prioritizing conflicting needs; handle matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Event Coordination, Summit Planning, Admissions, registrations, Itinerary, Agenda on behalf of the leader.
Board / Advisor Support and Liaison
• Serve as the Leader's administrative liaison to Board Members & Advisors / Consultants.
• Assist the board members with travel arrangements, lodging, and meal planning as needed
• Formulate & Maintain Board & Advisor’s Contracts / Engagement Letters
• Ensure monthly and on timely payment of all financials by close working with the internal teams like Biz Fin and Treasury.
Communications, Partnerships, and Outreach
• Ensure that the Leader's bio is kept updated and responds to requests for materials regarding the Leader and the organization in general
• Reviews / Edits in liaison with the Design & Int. Comms teams to get content / mailers from the Leader’s Office verified
• Partners with Inter and Intra teams to ensure the Leader’s engagements & outreach is effective and timely
• Liaise with the CoSec Team or any other Corp. Affairs team to ensure leader’s documents are readied and updated
• Custodian of Leader’s E Mudhra & Corporate Credit Card / Pay Cards / IT Assets
Controllership
• Group Level Controller for All Travel related approvals, including B2B pay-outs.
• Administrative control & managing of Ola Corporate Program for employees
• Group Level Approver for all Admin Requests including F&B and Events
• Group Level Approver for all Ground Transportation requests, both inter & intra state.
• Single Point of contact for all Administrative escalations.
• Group Level POC for Seating across the Campus.
• Approving Delegate for all Tool based requests for Procurement, Expenses, IT requests, Admin requests
• Group level poc for all mailing and distribution lists, management, maintenance and approvals
• Controller for Leave Policy, Travel Policy, Attendance Policy, Meeting Room Policy in sync with HRBPs and Admin.
• Pre-Boarding & On-Boarding POC for Senior Leadership, including travel & accommodation, relocation, sponsorships, visa, permits
Duties:
Ø Coordinate executive's schedule and calendar, and prepare support documents for meetings. Initiates and arranges meetings for executive and assigned VPs & Directors.
Ø Follow up with meeting participants to monitor progress of assigned tasks.
Ø Place, receive and refer phone calls and emails to appropriate personnel
Ø Respond to highly diversified inquiries from management, employees, external business partners, regulatory agencies and the general public; act on problems and secures appropriate cooperation or approval on action to be taken; follow up to ensure that response has been adequate.
Ø Arrange and schedule executive's travel and meeting logistics.
Ø Prepare executive's expense reports and balance statements etc.
Ø Assembling data, preparing grammatically correct correspondence, completing analyses and providing preliminary recommendations for a variety of reports for review/approval by senior manager.
Ø Attend meetings on behalf of executive; summarize issues that require attention
Ø Contact Management of the SVP and the line of VPs
Ø Run and publish various reports for the Sales team
Ø Perform other duties as needed
Ø Backend data update and maintenance of data management is SalesForce for the Sales and Marketing team
Ø Coordinate with the clinical employees for their attendance, leave management, approvals, timesheets, daily activity logs, missing data, reports between company portal and activity logs, match/mismatch record analysis, follow up.
Ø Assist to create and edit various clinical employee documents, joining formalities documents, maintenance, HR support and coordination.
Ø Sorting and prioritizing inbox - colour coding
Ø Reply / mark to reply process for incoming inboxes.
Duties: The Executive Assistant & Office Manager will provide direct administrative and logistic support to the Executive Director and the OPEN team.
a) Provides direct support to the Executive Director and Managing Director and indirect support to the other leadership team
b) Scheduling calls & meetings, managing inbox and other correspondence
c) Responsible for recording timesheets, timely submission, and approval monitoring and follow-up, if required.
d) Coordinating for reimbursements and ensuring the claims are successfully reimbursed for the leaders
e) Managing travel and logistics support to the Executive Director & Managing Director completely
f) Guides the Executive Director in prioritization of tasks, meetings and communications to address most urgent needs first without losing sight of less-critical issues.
g) Supports Executive Director in managing his time, tasks and meeting with the external world, core group and other organisations which he is member of.
h) Constant and regular monitoring and tracking of the required meetings & calls, in terms of priority
i) Send required communications from Executive Director and Managing Director office as the requirement may be
j) Organise, execute and minute team meetings from Executive Director and Managing Director office
k) Organize programs scheduled and stipulated from start to finish, including communications, reminders etc.
l) Responsible for the logistics and travel management (including visa, transportation and accommodation) for an international team
m) Responsible for India office management - including digital infrastructure, office search, maintenance and Bring in new ideas for workplace enhancement
n) Assist the Ops Director in designing and implementing HR policies and processes
o) Support the Ops Director in other Operational activities
p) Assist Finance Manager in monthly invoice tracking and payment confirmations
q) Provide administrative support to the OPEN team as requested
Designation: Sr. Administrative Assistant
Department : Administration
Reporting : Vice President & Directors
Handled : CPTO, COO, CEO, CTO, Sr. Vice President, President of various lines across the organization
Refer to LinkedIn profile : https://in.linkedin.com/in/prameetapankajbajaj
The KRA is in three-folds, pertaining to Admin / Project / HR activities for end-to-end support to the Project Managers / Sr. Project Managers / Cluster Managers for individual Projects / Accounts.
Designation : Voice Coach (Communication / V & A / Soft Skill Trainer)
Process : E-Consumer, North Americas
Department : Training
Duties
1. Training and quality related activity for the new members of the team.
2.Conduct training on various skills like Soft skill, CRM, Communication related with day-to-day interaction of various clients across different regions.
3.Conduct V & A / Soft skills and Communication training and monitoring of frontline engineers.
2. Conduct one-on-one voice coaching and feedback with frontline engineers on soft skills-related areas such as CRM, call handling, spoken english, accent, chatiquettes etc.
3. Support call monitoring for Voice Process and ensure one-one-one coaching / feedback for the same.
4. Track frontline engineer’s performance weekly.
5. Develop action plan for frontline engineers to meet the monitoring score target.
6. Ensure monitoring report is submitted promptly to Manager.
7. Meet the number of V & A // soft skill monitoring assigned by Manager.
8. Ensure data is of high integrity and quality
8. Conduct training on soft skills and cultural related modules for both voice and no-voice
processes.
10. Conduct V & A trainings based on various software used by the company.
11. Attended Team meets representing E-consumer.
12.Help QAs, TLs and Managers to maintain the consistency in performance of the
Front-line engineers.
13. Actively participated in New Hire Recruitment.
14. Conducted New Hire Orientation and Training in both V & A and Soft skills.
15. Conducting, coordinating, and facilitating the training process for new and existing employees.
16. Create tests and exercises and modify the existing training modules.
17. Content Development and modifications of existing modules.
18. Participate in various TTT programs and cascade the same form of training as
required by the process.
19. Collation, analyze and modification of content.
20. Identification of various process requirements with close collation with Operations and
Customize the content development and delivery accordingly.
21. Audit and review post training performances and maintain an on-going need-based
training.