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Role Title: Executive Assistant to the CEO
Level/Band: Manager level. 4B
Role type: FTE; New Jersey - work from the office all 5 days
Role type: Individual Contributor
Start Date: ASAP
Role will report to: CEO; Head of HR-US & Chief of Staff to the CEO
Job Summary:
looking for a highly organized and detail-oriented EA to join our team.
As the EA to the CEO, you will be responsible for ensuring the smooth and efficient running of his
schedules, calendars, and meetings. Your role will be critical in creating and maintaining a positive and
productive workflow for the CEO. Your role will also be instrumental in fostering a positive, inclusive and
productive office culture.
US-based consulting, data science and technology services firm with over 4000 people helping
clients from our offices in New Jersey, California, Mexico, Canada, and India. As a Firm we have been
helping our clients achieve competitive advantage through End-to-End Digital Transformation and work
across Wealth Management, Banking, Telecom, Life Science & Healthcare and Product Engineering
sectors. Our uniqueness lies in bringing together strong engineering, data science and design capabilities
with deep domain understanding, and blurring the boundaries between services and products to
maximize business impact from emerging technologies.
Our Mission:
- Client: We believe in building long term partnerships with our clients. We push ourselves to deliver
transformational business impact by leveraging data and digital technologies.
- People: We are an employee first organization. We endeavor to attract, develop, and retain the
best talent and empower them to
grow to their potential.
About the Role: The Confidential Executive Assistant will provide support as the primary point of
contact for internal and external constituencies on all matters pertaining to the CEO.
The ideal individual will have the ability to exercise good judgment in a variety of situations with
dynamic priorities. The ideal candidate must have strong written and verbal communication,
administrative, and organizational skills, and the ability to maintain a realistic balance among multiple
priorities. The Executive Assistant will work independently on given projects and must be able to work
under pressure at times, to handle a wide variety of activities and confidential matters with discretion.
Key Responsibilities: Confidential Executive Assistant to the CEO:
Calendar Management
Manage scheduling of both internal and external meetings and
events based on CEO's priorities.
Stay informed and maintain a detailed check list of CEO's Priorities
and related meetings.
Review the list with CEO on a regular basis to ensure alignment and
clarity.
Regularly review and update the calendar as per CEO's priorities and
preferences.
Proactively address potential calendar conflicts to ensure calendar is
current and up to date.
Optimize CEO's schedule to ensure maximum efficiency and
improved time management for CEO.
As and when needed, support the CEO with specific personal
priorities like booking doctor appointments, hotel/restaurant
booking for special events, etc.
Be the primary point of contact for meeting requests and inquiries
related to the CEO's calendar. Promptly follow up, respond and
provide all necessary information when requested.
Travel arrangements
Meticulously plan and manage all travel plans, agenda, logistics, and
itineraries.
Be proactive in coordinating with travel and facilities team to ensure
all logistics are in place before CEO's visit.
Arrange all important documents related to travel plan and
meetings and ensure to review with CEO proactively.
Expense Management
Maintain all expenses and related reports in an organized manner.
Timely perform all accounting tasks and file expense reports.
Project Management
Coordinate all Executive meetings and retreats and assist with staff
meetings and events as needed (both internal and external).
Lead/assist CEO office with special projects, events, and activities.
Coordinate with all stakeholders (both internal and external) as and
when needed.
Coordinate meetings and visits for external guests, liaising with
internal stakeholders to ensure smooth logistics.
Required Skills:
- Minimum 10-12 years of EA experience, within the tech services or consulting industry,
supporting C level executives.
- Polished and professional communicator, both verbal and written. Ability to interact and engagement with senior stakeholders.
- Excellent Program Management Skills - ability to multitask and work in a fast-paced
Environment.
- Drive end to end handling of key tasks and activities.
- Problem Solving skills - highly detail Oriented. Resourcefulness and ability to independently find
solutions and manage projects.
- Experience in working across different time zones and geographies (preferably USA and India);
should have managed calendar and schedules accordingly.
- Proficient in Microsoft Office and experience of working through G Suite.
Soft Skills:
- Flexibility to work with evolving priorities of the CEO and provide best support all the time. Be
flexible to support urgent calendar needs after hours and over the weekend.
- Stable, long-term orientation - track-record of staying with an organization/executive, having
grown in the job.
- High service orientation - Ability to go beyond to deliver exceptional outcomes.
- Ability to interact with senior client and coordinate with their offices.
- Positive outlook with a can do attitude, with high drive and energy.
Educational Qualification: Bachelor s/Master s degree.
What is in it for you?
- Fun, warm work environment
- Visibility to top leadership team and work directly with top leaders.
- Grow with the firm - Diverse learning opportunities and career options to choose from
We are an Equal Opportunity Employer
Executive Assistant -FTE Role