Executive Assistant I&D Operational Excellence

Primary Job Function:

• Provide administrative support to I&D Operational Excellence Team (India).

  
  
  

Core Job Responsibilities:

• Manage access common mailboxes, create list of all common mailboxes (all I&D functions)

  
  
  

• MS Team and filing structures, records management

  
  
  

• SharePoint updates/upgrade/administration and meeting coordination

  
  
  

• Administrative activities such as travel arrangements (flight booking, hotel and vehicle arrangement, wherever applicable – passport renewal, visa, forex requisition and surrender, international roaming activation, travel insurance, necessary business approvals, etc).

  
  
  

• Understanding the business and training requirement from team member and sourcing for related vendor with the help of Procurement Team, creation of purchase requisition and purchase order, arranging for proforma and final tax invoice from vendor, tracking finance related activities for the department, arranging for necessities for the training/seminar/workshop related to the department, timely updation of team related data, tracking and submission of team’s attendance, concur claims, calendar management, monthly team meeting.

  
  
  

• Support new employee onboarding

  
  
  

• Support for other diverse projects

  
  
  

Supervisory/Management Responsibilities:

Direct Reports:  0

Indirect Reports: 0

Position Accountability/Scope:

• Responsible for overall administrative activities for I&D Operational Excellence Team

  
  
  

• Global scope

  
  
  

• Internal stakeholders: Strategy & Operational Excellence team (Mumbai, Basel) , I&D Department (worldwide)

  
  
  

• External stakeholders: External Service Providers.

  
  
  

Minimum Education:

• Bachelor of Commerce

  
  
  

Minimum Experience/Training Required:

• Excellent knowledge of English (spoken and written). Knowledge of German, French or any other language would be an asset

  
  
  

• Sound knowledge of MS Office (Word, PowerPoint, Excel)

  
  
  

• Well organized and eye for details

  
  
  

• Service oriented

  
  
  

• Able to work under pressure

  
  
  

• Good interpersonal skills and team player

  
  
  

• Ability to adapt herself/himself and be proactive to various contacts and different situations (multicultural environment, internal/external stakeholders)