Executive Assistant

Griffith Foods Inc.; Bengaluru; On-site; INR 700,000 - 1,100,000; Full time

Job summary

Griffith Foods is seeking an experienced Administrative Executive to support the President & Managing Director – IMEA with calendar management, travel planning, meeting coordination, and document preparation.

The role requires handling confidential information with professionalism, strong MS Office skills, and the ability to work independently and in teams across India. An MBA is a plus; a university degree is mandatory; five years of administration experience is expected.

Qualifications

• Any University degree. An MBA degree will be an added advantage.
• 5 years of experience in administration activities.
• Excellent attention to detail and professional demeanor.

Responsibilities

• Managing executives’ calendars and set up meetings. Scanning of email, identifying regular tasks
• Handle and prioritize all routine outgoing or incoming correspondence.
• Acting as the point of contact among executives, employees, clients and other external partners
• Managing information flow in a timely and accurate manner
• Anticipate Travel needs and agrees travel need with MDs and coordinates arrangements appropriately, can involve multiple destinations and short notice changes.
• Creates logical itinerary based on MDs availability.
• Provides support with travel documentation and procedures including visas.
• Takes brief and delivers full event management within budget.
• Prepares agenda as directed by MD.
• May provide on-site facilitation of event including taking notes.
• Prepares draft proposals and presentations with direction from the MD and/or support from other individuals or service departments document production and formatting, proof reading materials for consistency, grammar, and spelling.
• Assists with miscellaneous complex administrative tasks.
• Invoicing and accounts reconciliation support
• Office/meeting room bookings
• Works in and across formal and informal teams developing trusting relationships and promotes the value of teamwork throughout the organization.
• Attend regular internal forums and calls.

Skills

Calendar management

Meeting coordination

Communication

Confidential info handling

Education

Bachelor's degree or higher

MBA (added advantage)

Tools

Word

Excel

PowerPoint

Outlook

Job description

Griffith Foods is the caring, creative product development partner helping food companies meet the evolving needs of consumers while sustaining the planet. As a family business founded in 1919 and headquartered in Alsip, Illinois USA, Griffith Foods is known for true, collaborative innovation guided by their Purpose of “We Blend Care and Creativity to Nourish the World”. The company’s product capabilities range from seasonings and marinades to coating systems and sauces that are better for people and better for the planet. For more information, visit www.griffithfoods.com.

Major Duties & Responsibilities

• Managing executives’ calendars and set up meetings. Scanning of email, identifying regular tasks
• Handle and prioritize all routine outgoing or incoming correspondence.
• Acting as the point of contact among executives, employees, clients and other external partners
• Managing information flow in a timely and accurate manner
• Anticipate Travel needs and agrees travel need with MDs and coordinates arrangements appropriately, can involve multiple destinations and short notice changes.
• Creates logical itinerary based on MDs availability.
• Provides support with travel documentation and procedures including visas.
• Takes brief and delivers full event management within budget.
• Prepares agenda as directed by MD.
• May provide on-site facilitation of event including taking notes.
• Prepares draft proposals and presentations with direction from the MD and/or support from other individuals or service departments document production and formatting, proof reading materials for consistency, grammar, and spelling.
• Assists with miscellaneous complex administrative tasks.
• Invoicing and accounts reconciliation support
• Office/meeting room bookings
• Works in and across formal and informal teams developing trusting relationships and promotes the value of teamwork throughout the organization.
• Attend regular internal forums and calls.

Working Relationships:

• Reports to President & Managing Director – IMEA
• Geographic coverage - India
• Work Location – Bangalore

Qualification and Experience:

• Any University degree. An MBA degree will be an added advantage.
• 5 years of experience in administration activities.

Competencies

• Friendly and professional manner
• Used to working with confidential information.
• Excellent attention to detail.
• Good skills in Word, Excel, PowerPoint and Outlook.
• Superior relationship-building skills.
• The ability to stay calm under pressure.
• Ability to work independently and in a team.
• Ability to deal with Ambiguity.