Provide high-level executive and administrative support to the General Manager: manage calendar, confidential communications, presentations, travel and vendor coordination, office operations, and cross-functional project coordination to deliver strategic initiatives and ensure smooth day-to-day operations.
Principal Activities
EXECUTIVE & STRATEGIC SUPPORT
- Act as a trusted support partner to the General Manager, ensuring smooth day-to-day operations.
- Strategically manage the Executive’s calendar to optimize time utilization, priorities, and business outcomes.
- Coordinate schedules, leadership meetings, and strategic events for the Executive and his team.
- Handle highly sensitive information, documents, and communications with absolute confidentiality and discretion.
- Create, design, and review quality presentations, reports, and leadership communications aligned with business objectives.
- Support the planning and execution of executive-led strategic initiatives and projects by coordinating cross-functional and external stakeholders, managing timelines, dependencies, risks, and deliverables to ensure successful completion.
- Ensure all leadership materials are clear, consistent, and professionally presented.
- Develop and manage dashboards or trackers for MD-led initiatives, travel spend, vendor performance, and key action items.
ADMINISTRATIVE
Visitor & Guest Management:
- Manage end-to-end visitor and guest support, ensuring a seamless and professional experience.
- Coordinate guest agendas, meeting schedules, welcome arrangements, and local transportation (car, hotel, and transfers) in Mumbai.
Travel, Logistics & Vendor Management:
- Lead vendor management for travel and logistics partners, including contract negotiations, renewals, service agreements, and performance evaluation.
- Continuously review and improve travel, and coordination processes to enhance efficiency and effectiveness.
Others:
- Manage day-to-day office operations
- Ordering office supplies and managing inventory
- Submitting Vendor Invoices for clearance, coordinating with vendors, suppliers, and the finance department regarding billing queries.
Not in Scope:
- Compliance Required Areas
- Regulatory Responsibilities
- Health and Safety Responsibilities
Requirements
CANDIDATE REQUIREMENTS
Knowledge Skills & Abilities
- Proficiency with MS Office suite (Excel, Outlook, Word, and Power Point specifically)
- Professional communication skills
- Strong organizational skills
- Must be able to work in a fast-paced environment
Education & Experience
- Graduation
- Minimum of 5 years’ experience in an Executive Assistant role supporting Senior Leadership.
- Associate degree preferred
CIRCOR is an EEO Employer of Females/Minorities/Veterans/Individuals with Disabilities
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