Executive Assistant

At Jacobs, we’re challenging today to reinvent tomorrow by solving the world’s most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.

Your impact

JOB TITLE Executive Assistant

ROLE Provide administrative support to EDO and the leadership team as required.

Responsibilities

• Perform a broad variety of administrative tasks for 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 e.g. 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

Here’s what you’ll need

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.

Locations

CityStateCountryAhmedabadAll IN RegionsIndia