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Executive Assistant

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Jacobs

14d ago

  • Job
    Full-time
    Expert Level
  • People, HR & Administration
    Business, Operations & Strategy

AI generated summary

  • You must have a Bachelor's degree, 10-12 years as an EA, strong organizational and communication skills, financial acumen, and the ability to manage competing demands with discretion.
  • You will manage calendars, arrange travel, prepare documents, facilitate communication, organize meetings and events, handle correspondence, and support leadership while maintaining timely information flow.

Requirements

  • Qualifications
  • Bachelor’s degree.
  • Experience
  • 10 –12 years’ experience as EA or business assistant to Senior business leader.
  • KEY COMPETENCY EXPECTED TO BE DEMONSTRATED
  • Well-organized with great time management skills and ability act without guidance.
  • Ability to proactively manage competing demands and pressure and ability to multi-task.
  • Ability to collaborate with a range of colleagues in the wider organization, as well as with external stakeholders.
  • Excellent interpersonal skill.
  • Excellent verbal and written communication.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Financial acumen to manage invoices and interpret financial data.
  • Confidence in working with senior internal and external stakeholders.
  • Well placed sense of judgement, diplomacy, and ability to exercise absolute discretion and confidentiality.
  • Ability to “think outside the box” and generate and implement creative solutions.
  • Ability to work with versatility, meeting unexpected, very tight deadlines on occasions.
  • MS-Office skills and hands on graphics and high-end presentation skills.
  • Emotional maturity.

Responsibilities

  • Perform a broad variety of administrative tasks for VP & EDO.
  • Manage an extremely active calendar of appointments.
  • Arrange detailed travel plans, prepare detailed travel itineraries with agendas; and take care of all travel needs.
  • Compile documents for travel-related meetings.
  • Keep VP & EDO well informed of upcoming commitments and responsibilities, following up appropriately.
  • Complete expense reports in a timely manner and reconciles corporate credit card statements and provides required back-up.
  • Compose and prepare correspondence that is sometimes confidential.
  • Prepare presentation, memos, emails, and reports as required.
  • Provides a bridge for smooth communication between the VP & EDO and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
  • Act as the point of contact among executives, employees, clients, and others.
  • Schedule communication forums eg Townhalls.
  • Attend to calls and respond to emails interfacing with clients.
  • Organize venues and hospitality for visitors etc.
  • Organize meeting refreshments/meals and prepares conference room.
  • Manage information flow in a timely and accurate manner.
  • Arrange corporate social events in coordination with stakeholders.
  • Document minutes of all meetings.
  • Screen and direct phone calls and distribute correspondence.
  • Organize and maintain virtual filing system.
  • Provide admin support to B&I leadership team as required.
  • Ability to work well under pressure and meet deadline.

FAQs

What is the job title for this position?

The job title is Sr. Business Assistant/Executive Assistant.

What are the primary responsibilities of the Executive Assistant?

The primary responsibilities include providing administrative support to the VP & EDO, managing calendars, arranging travel, preparing correspondence, and facilitating communication among executives and staff.

How many years of experience are required for this position?

10-12 years of experience as an Executive Assistant or business assistant to a senior business leader is required.

What educational qualification is needed for this role?

A Bachelor’s degree is required for this position.

What key competencies are expected from candidates?

Candidates should demonstrate excellent organizational skills, time management, interpersonal skills, communication skills, and the ability to manage competing demands and multi-task effectively.

Is financial acumen important for this position?

Yes, financial acumen is essential to manage invoices and interpret financial data effectively.

What software skills are necessary for this role?

Proficiency in MS Office is required, along with high-end presentation and graphics skills.

Will the Executive Assistant be required to interact with clients?

Yes, the Executive Assistant will attend to calls and respond to emails interfacing with clients.

Are there expectations for organizing corporate events?

Yes, the Executive Assistant is responsible for arranging corporate social events in coordination with stakeholders.

Is emotional maturity a requisite for this role?

Yes, emotional maturity is expected to handle various responsibilities and interactions with senior internal and external stakeholders.

Where is this position located?

The position is located in Navi Mumbai, India.

Will the Executive Assistant need to manage travel arrangements?

Yes, the Executive Assistant will need to arrange detailed travel plans and prepare itineraries with agendas.

How should candidates demonstrate problem-solving abilities?

Candidates should demonstrate their ability to think outside the box and generate and implement creative solutions to challenges that may arise.

What is the working environment for this role?

The working environment may involve working under pressure and meeting tight deadlines on occasions.

Does the role involve maintaining a filing system?

Yes, the Executive Assistant will be responsible for organizing and maintaining a virtual filing system.

Jacobs

Challenging today. Reinventing tomorrow.

Engineering & Construction
Industry
10,001+
Employees
1947
Founded Year

Mission & Purpose

Jacobs is a global engineering and consulting firm that provides innovative solutions for complex challenges in various industries, including infrastructure, water, transportation, energy, and more. They offer a wide range of services, such as engineering design, construction management, environmental consulting, and digital solutions. Their ultimate mission is to deliver sustainable and resilient solutions that positively impact communities and improve people's lives. Jacobs aims to be a trusted partner, driving positive change and shaping a better future through their expertise, technical excellence, and commitment to safety and sustainability.

Culture & Values

  • We do things right

    We always act with integrity – taking responsibility for our work, caring for our people and staying focused on safety and sustainability. We make investments in our clients, people and communities, so we can grow together.

  • We aim higher

    We do not settle – always looking beyond to raise the bar and deliver with excellence. We are committed to our clients by bringing innovative solutions that lead to profitable growth and shared success.

  • We challenge the accepted

    We know that to create a better future, we must ask the difficult questions. We always stay curious and are not afraid to try new things

  • We live inclusion

    We put people at the heart of our business. We have an unparalleled focus on inclusion with a diverse team of visionaries, thinkers and doers. We embrace all perspectives, collaborating to make a positive impact.

Benefits

  • Medical, dental and vision insurance

  • Mental and physical health support

  • Personalized financial counseling

  • Retirement planning and an employee stock purchase plan

  • Educational reimbursement

  • Competitive parental leave

  • Family planning and reproductive health benefits

  • Resources for parents and caregivers

  • Continued investment in your career advancement

  • Active employee networks and community systems

  • Giving back and volunteering support

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