Executive Assistant
Apply Later
Industrial Light & Magic
Oct. 21, 2022
On-Site
– This role is considered on-site, which means the employee will work from a Company designated location on an ongoing basis.
The youngest of all the ILM studios, the India studio leverages the expertise and technological know-how developed over 40 years at Industrial Light & Magic combined with the top artists and technicians in the region. Knowledge and culture flow freely between the company’s five studios and the global team shares tools and workflow allowing for seamless collaboration on all shared projects.
As we grow ILM Mumbai, we are seeking an Executive Assistant to join as one of the first members of the team and be a part of building the studio and its technology infrastructure.
The Executive Assistant provides professional, proactive and flexible support to the Studio Executive team. Key responsibilities include complex dairy management, international travel co-ordination, arrangement of reviews, interviews and client meetings, organizing and managing team building and social events, reconciling expenses and high-profile client liaison.
What You’ll Do
Organize and maintain diaries and make appointments for several Executives on a daily basis – managing their diary and answering meeting requests on their behalf
Act as the Executives’ first point of contact with people from both inside and outside the organization
Screen phone calls, enquiries and requests, and handling them when appropriate
Prepare and/or draft correspondence and prioritize items that need attention
Prepare reports by researching and analyzing information
Produce documents, briefing papers and presentations
Coordinate document signatures, copying and dissemination
Prepare extensive personal and company expenses
Partner with Finance to ensure invoices and expenses are processed in a timely manner
Book all travel and accommodation requirements, ensuring schedules are updated
Devise and maintain office systems, including data management and filing
Proactively assist will all general administrative functions as needed/requested
Undertake ad-hoc projects as required
Get actively involved in organizing studio wide initiatives and events as required
Meeting document preparation including agenda preparation and distribution
Attend Management meetings and take minutes as required
Book all meeting rooms and facilities as requested
Coordinate and meet on-site visitors to the studio
Order, buy, or pick up catering as needed
Provide assistance with various mailings and gifts
What We’re Looking For
Bachelor’s Degree or equivalent qualification
Proven extensive experience within an Executive Assistant role required
Experience of working within a fast-paced and creative industry delivering high levels of service required
Excellent verbal and written communication skills
Must be extremely detail-oriented, organized and pro-active
High levels of accuracy and attention to detail when under pressure
Outwardly demonstrates a positive, helpful and ‘can do’ attitude to work, always embracing tasks with an eagerness and drive to get things done
Able to build a strong rapport with employees at all levels
Must be reliable and have a flexible and professional disposition
Demonstrates professionalism and ability to maintain the highest level of confidentiality
Ability to manage and thrive within an ambiguous environment
Highly innovative and creative approach to accomplish work
Preferred Skills/Competencies:
Experience partnering within a US organization beneficial
Experience of project management is beneficial
Technical Skills: Highly computer literate. Must be proficient with the following software; MS Word, Excel, Power Point, and Outlook.
JoinILM
br{display:none;}.css-58vpdc ul > li{margin-left:0;}.css-58vpdc li{padding:0;}]]> Maintenance of the offices and ensuring everything in office is in order. Maintenance constitutes...
Apply For This Jobbr{display:none;}.css-58vpdc ul > li{margin-left:0;}.css-58vpdc li{padding:0;}]]> Introduction As a Service Delivery Specialist, you are the face of IBM for our customers....
Apply For This JobJob Description br{display:none;}.css-58vpdc ul > li{margin-left:0;}.css-58vpdc li{padding:0;}]]> Responsibilities : v Ensure Employee Personal Profile is maintained. v Ensure On-Duty/ leave...
Apply For This Jobbr{display:none;}.css-58vpdc ul > li{margin-left:0;}.css-58vpdc li{padding:0;}]]> Should have good interpersonal communication skills Job Types: Full-time, Fresher Salary: From ₹14,000.00 per month...
Apply For This JobKeeping the office clean and presentable. Maintaining Housekeeping and Monitoring office equipment Guiding and monitoring housekeeping team to maintain clean...
Apply For This Jobbr{display:none;}.css-58vpdc ul > li{margin-left:0;}.css-58vpdc li{padding:0;}]]> 1) Coordinate communication , including taking calls, responding to emails etc. 2)Preparing Documents. 3)Scheduling Meetings...
Apply For This Job