Executive Assistant at AnneMarthas Global Services Limited

Job Description

• This role requires exceptional organizational skills, flexibility, and the ability to handle multiple tasks simultaneously.
• The ideal candidate will be proactive, detail-oriented, and capable of managing a wide range of responsibilities.

Key Responsibilities
Marketing and Operations Support:

• Administrative Tasks: Assist the Managing Director with daily administrative tasks, including email management, phone calls, and correspondence.
• Campaign Coordination: Coordinate marketing campaigns from planning to execution and tracking results.
• Client and Partner Management: Maintain communication with clients, partners, and vendors, ensuring high levels of satisfaction and effective collaboration.
• Presentations and Proposals: Prepare and edit marketing presentations, proposals, and reports to support business development efforts.
• Market Research: Conduct market research to analyze trends, competitors, and customer insights to inform marketing strategies.
• Operational Oversight: Oversee operational activities, ensuring they align with the company's strategic goals.
• Meeting Coordination: Schedule and coordinate meetings, appointments, and travel arrangements, including preparing meeting agendas and taking minutes.

Foundation Support:

• Program Administration: Provide administrative support for the foundation’s educational programs, including coordination with schools, teachers, and volunteers.
• Event Organization: Assist in organizing fundraising events, managing logistics, and ensuring successful execution.
• Donor Relations: Maintain and update records of donors, donations, and expenses, ensuring accurate documentation and reporting.
• Communication: Draft and distribute newsletters, press releases, social media updates, and other communication materials to promote the foundation’s activities.

Personal Support:

• Calendar Management: Assist in managing the Managing Director’s personal and professional calendar, ensuring efficient time management.
• Literary Project Support: Provide comprehensive support for the project, including conducting research, organizing manuscript drafts, and assisting with editing.
• Writing Schedules: Create and manage writing schedules, ensuring deadlines are met and progress is monitored.
• Marketing and Sales Coordination: Schedule and coordinate activities related to the marketing and sales of the literary project once it is completed.
• Personal Tasks: Handle personal errands and tasks as needed to support the Managing Director’s daily activities.
• Confidentiality: Manage confidential and sensitive information with the utmost discretion and professionalism.

Additional Responsibilities:

• Project Management: Take on special projects as assigned by the Managing Director, ensuring timely and successful completion.
• Travel Arrangements: Coordinate domestic and international travel arrangements, including booking flights, accommodation, and transportation.
• Office Management: Oversee office supplies and inventory, ensuring the office operates smoothly and efficiently.
• Financial Tasks: Assist with basic financial tasks such as expense reporting, budget tracking, and invoice management.
• Relationship Building: Build and maintain strong relationships with internal and external stakeholders, representing the Managing Director in a professional manner.
• Event Planning: Organize and manage company events, meetings, and social gatherings, ensuring all details are handled meticulously.

Qualifications

• Bachelor’s Degree in Business Administration, Marketing, Communications, or a related field.
• Minimum of 3 years of experience as a personal assistant, executive assistant, or in a similar role.
• Strong organizational and multitasking skills, with the ability to prioritize effectively.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and as part of a team.
• Discretion and trustworthiness in handling confidential information.
• Flexibility and adaptability to changing priorities and schedules.
• Experience in the advertising or marketing industry is a plus.

Key Competencies:

• Attention to Detail: Ensures all tasks are completed accurately and efficiently.
• Time Management: Prioritizes tasks effectively to meet deadlines.
• Problem-Solving: Identifies and addresses issues proactively.
• Interpersonal Skills: Builds strong relationships with stakeholders and team members.
• Creativity: Brings innovative ideas to support marketing and foundation activities.
• Proactivity: Anticipates needs and takes initiative without waiting for instructions.
• Writing and Reading Literary Works: Brings innovative ideas to support creation of literary project and its activities.