By virtue of working directly with the Leadership, incumbent will be a part of the top level management and will have access to all kinds of information, future strategy, and other sensitive areas, hence, highest levels of confidentiality, loyalty and honesty must be maintained at all times.
Will be responsible for ensuring that all directions from the CEO's Dallas office reach all levels of organisation, across all the locations of Spearhead.
The Candidate must be well versed with MS 365 especially Office Suite, Microsoft Teams and Outlook etc., and should be proficient in preparing as well as presenting Power Point Presentations, whenever required.
Should be efficient in coordinating with Group President's office (Dallas, USA), also with heads of all the departments in India, UAE.
Must be well versed with Calendar Management for the President & CEO.
Maintain an organized filing system of paper and electronic documents
Develop and sustain a level of professionalism among staff and clientele
Serving as advisor and counsel to leader
Create and maintaining cross-departmental relationships to enable leadership success
Coordinate executive communications, including taking calls, responding to emails and interfacing with Team Members, Board Members, and external relationships.
Draft, proofread and edit internal and external communications, reports, presentations and other written materials.
Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
Schedule and coordinate department meetings, team meetings, events and 1:1's.
Receive phone calls and guest visitors. Personally takes care of many diverse matters and questions, including answering questions, which could require some research and technical knowledge.
Maintain the Chief Executive Officer's heavy scheduled calendar, including personal and professional.
Coordinates schedules for CEO to maximize time and create efficiencies.
Responsibility for contact and exposure to sensitive information and must use considerable tact, diplomacy and judgment.
Manage all travel planning and expense reporting.
Protects CEO signature in all matters.
As the CEO liaison, demonstrate passion for hospitality and customer service in all business interactions.
Plan and oversee logistical arrangements for board and board committee meetings. Previous board contact and scheduling experience preferred.
Demonstrated ability to interact effectively and appropriately with board members and executive staff.
Flexibility for ad-hoc scheduling requests
Open availability based on business needs
Ability to travel as needed
Preferred Candidate Profile :
Minimum of 2 and maximum of 5 years of experience as an Executive Assistant reporting directly to senior management or similar role, preferably in a dynamic and fast-paced environment.
Excellent communication skills with very high proficiency in English, both written and verbal, with a keen attention to detail.
Advanced Microsoft Office skills, with an ability to become familiar with company-specific programs and software
Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities
Proficiency in time management and the ability to prioritize tasks effectively.
College degree preferred.
Demonstrates personal and professional integrity, inspires trust, and takes personal accountability for decisions and projects.
Effectively prioritizes workload.
Ability to write, edit, and proofread with precision on his behalf.
Strong follow-through skills and a creative, strategic approach to problem solving.
Ability to accurately interpret business and financial data, prepare accurate correspondence and maintain accurate records and files.
Excellent interpersonal skills and ability to work across boundaries.
Basic understanding of financial, budget and other business data
Working knowledge of Microsoft Windows based software including Word, Outlook, Excel, Power Point, and Visio.
Must be able to handle sensitive and confidential information with upmost discretion.