Executive Assistant

Our client is a major player in the global spirits industry, with a portfolio of over 50 premium and super premium brands, spreading across Global, Regional and Local priorities. It was founded in 1860 and today is the sixth-largest player worldwide in the premium spirits industry. It has a global distribution reach, trading in over 190 nations around the world with leading positions in Europe and the Americas. Their strategy and aim are to combine organic growth through strong brand building and external growth via selective acquisitions of brands and businesses. The company owns 22 plants worldwide and has its own distribution network in 23 countries and they have employed approximately 4,000 people.

Responsibilities:

• Executive Support:
• Act as the primary point of contact for internal and external stakeholders, managing communication on behalf of the CXOs.
• Coordinate and prioritize complex calendars, scheduling meetings, appointments, and travel arrangements for the executives.
• Prepare agendas, documents, presentations, and other materials for meetings, ensuring accuracy and timeliness.
• Assist in managing email correspondence, filtering and responding to messages as appropriate.
• Travel Management:
• Arrange and coordinate domestic and international travel accommodations for the executives and others, including flight bookings, hotel accommodations, transportation, and itinerary planning.
• Monitor travel itineraries, provide updates, and address any last-minute changes or emergencies.
• Task and Project Management:
• Assist in managing various projects and tasks by tracking progress, setting deadlines, and ensuring completion.
• Help prioritize and handle incoming requests and tasks, ensuring timely follow-up.
• Confidentiality and Discretion:
• Handle sensitive and confidential information with intergrity, discretion and professionalism.
• Maintain a high level of confidentiality in all aspects of the role.
• Administrative Support & Office Management:
• Oversee the general administrative functions of the office, handle administrative tasks including drafting correspondence, filing documents, and maintaining organizational systems.
• Conduct research and compile data to support decision-making processes.
• Prepare expense reports, manage invoices, and track budget expenditures for the executive team and corpoarte employees.
• Oversee the smooth operation of the corporate office, ensuring office supplies are stocked, equipment is maintained, and facilities are well-organized. 
• Ensure office operations run smoothly, maintaining a clean and well-organized workspace.
• Help with ad-hoc tasks and projects as directed by the CXOs and corporate employees.
• Serve as a liaison with building management vendor, external vendors, and service providers to address any office-related needs/issues. 
• Arrange and coordinate office events, meetings, and conferences, including logistics and catering arrangements.
• Supervise office pantry and security staff
• Handle office finances, including budgeting and expense tracking.
• Communication and Correspondence:
• Act as the primary point of contact between the CXOs and internal/external stakeholders.
• Handle incoming and outgoing communications, including emails, phone calls, and mail.
• Draft and proofread documents, reports, and presentations.
• Draft and distribute internal and external communications, including announcements and reports for the CXOs
• Coordinate and facilitate effective communication within the office.

Requirements :

• 5 years + 
• FMCG or Liquor Industry experience preffered
• Bachelor's degree in business administration, management, or a related field (preferred).
• Proven experience as a personal assistant or executive assistant supporting senior-level executives.
• Excellent communication skills, both written and verbal, with the ability to interact professionally with individuals at all levels.
• Strong attention to detail and accuracy in all work performed.
• Strong organizational and multitasking abilities.
• Proficient in office software (e.g., Microsoft Office Suite), communication tools and relevant software applications.
• High level of discretion and professionalism when handling sensitive information.
• Strong problem-solving skills and adaptability.
• Ability to work effectively in a fast-paced environment.
• Knowledge of general office management and administrative best practices.
• Frequent travel within Indian subcontinent along with some international travel
• Ability to work remotely without supervision