Senior Manager - HR at Exhibitions India Group
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Exhibitions India - Executive Assistant (8-12 yrs)
Objectives of this role :
- The EA will work directly with the Managing Director and will be responsible for providing high-level administrative support to her and other senior staff.
- The preferred candidate should demonstrate the ability to effectively handle workloads and prioritize tasks within a dynamic corporate setting. This proficiency is aimed at alleviating the Director's responsibilities and minimizing time inefficiencies.
Reporting : Ms. Chandrika Behl, Director (EIG)
- 5 days working - Monday to Friday
- Preference will be given to the immediate joiner.
- Role type - Full-time/regular/Permanent
- Job Type - Work from office - regular office hours.
- Location - Okhla Phase III, New Delhi
- Selection Process - Shortlisted candidates will be required to come to the HO in Delhi for the interview on a working day.
- Association with a brand with nearly 4 decades of roots
- Responsibilities include, but are not limited to
Calendar Management :
- Plan and maintain the Director's calendar
- Follow up and reminder - e.g. a day before in the morning/2-3 hours before scheduled meetings or calls).
- Ensure no overlaps in the calendar
- Schedule and set up meetings/appointments.
- Prioritize inquiries and requests to ensure smooth day-to-day engagements
- Organize Director's travel files for shows and manage business card needs for both Comnet and Exhibitions.
- Share calendars via email and WhatsApp.
- Take detailed notes during all calls attended in the Director's absence.
Meeting Coordination :
- Schedule, prepare for, and facilitate meetings, conferences, and events.
- Compile and distribute agendas, take minutes, and follow up on action items as required.
- Maintain departmental information in an organized format.
- Maintain the EI Telephone Directory.
- Take detailed notes during all calls attended in the Director's absence.
Bill and Invoice Management :
- Generate Commission Invoices (upon calculation approval) and Tax Invoices (upon payment receipt) for the team.
- Following approval by the Operations HOD, the commission invoices are ensured to be signed and stamped
- Keep the invoice sheet up to date and share it with both the Accounts and Operations HOD, in the formats requested by the departments, at the end of each month.
- Collaborate with the finance department to ensure accurate and timely payment of bills.
- Maintain comprehensive records of all incoming bills and payments.
- Keep track of the agreement status for all shows once the agreements are received. Follow up with the team to obtain countersigned copies.
- Annually oversee the maintenance of show proposals, starting from July onward. Coordinate with the team as necessary to ensure their completion.
- Follow up with the team for commission invoice approval (after each show's completion) and payment follow-up (one week after commission invoice issuance)."
- Check in with the team after each show concludes to discuss preparations for the next edition, including agreements and show collaterals.
- Coordinate with the team to obtain the exhibitor list when raising the commission invoice for the respective show
- Upon receiving the new agreement, forward it to the Finance HOD, follow up on their comments, and once approved by Director and Finance HOD, proceed with digital signing and return.
- Create show badges and exhibitor invoices for each edition of the Gulfood show.
Contract Tracking :
- Maintain a centralized repository of contracts, agreements, and other essential documents.
- Monitor contract renewal and expiration dates, proactively notifying the Director of upcoming deadlines.
- Facilitate communication between relevant parties to ensure adherence to contract terms.
- Summarize discussion points from show-related calls with ma- am as needed.
- Serve as a primary point of contact for the Director, both internally and externally.
- Handle correspondence, emails, and phone calls on her behalf, ensuring timely and appropriate responses.
- Highlight and prioritize those that need the Director's attention. Follow up regarding any pending show-related queries or emails.
- Screen and direct phone calls and distribute correspondence
- Keep track of communication sheets, which involve agency agreements, targets, and team assignments for specific shows.
- Send reminders to teams for various tasks, including reports to principals and weekly reports.
- Manage calendars and attendance records for domestic shows
- Regularly update and maintain duty charts for Convergence and Smart Cities shows, following the Director's instructions during shows
- Keep the Director informed of the status of show invoices and payments in a timely manner.
- Reminder duties about staff birthdays or special occasions in advance.
- Maintain a list of VIP invitations for Convergence and Smart Cities shows.
- Prior to show-related calls, coordinate with the respective team lead to discuss show details with the Director 2-3 hours in advance.
General Administration and Information Management :
- Travel Arrangements : Coordinate with the travel department for logistics, including flights, accommodations, transportation, and itineraries.
- Ensure all travel details align with the executive's preferences and schedule.
- Organize and maintain documents, files, and records, often of a confidential nature.
- Generate and distribute regular MIS reports to relevant stakeholders.
- Work closely with various departments to understand their info/data needs and maintain MIS accordingly.
- Type up notes, emails, presentations, and reports; circulate and file information effectively
- Ensure necessary records are maintained that can readily provide current, accurate, and accessible information
- Coordinate for correct info flow with other departments
- Maintain confidentiality with all materials of highly sensitive information
- Prepare Diwali and New Year gift lists for Councils as per the Director's guidance
- Employee Travel Movement Tracking
- Maintain a comprehensive database to track employee travel schedules, including departure, arrival, and return dates.
- Notify the Director a day in advance when any team member is traveling.
- Collect travel itineraries and contact details of traveling employees.
- Provide updates on any deviations from planned travel schedules.
Special Projects :
- Assist with special projects, initiatives, and tasks as assigned by the executive. These projects could range from process improvements to event planning.
- Prepare, maintain, and monitor the domestic show/s calendars for various segments (with a focus on events in Mumbai, Bangalore, and Chennai) and distribute it to the team timely
- Manage the weekly target sheets for the team and assemble them for weekly reporting to Director Ma'am. Annually update the team's new targets in accordance with discussions with Director and the Operations HOD
- Reach out to the team one week after their respective shows to remind them to provide the post-show report and ensure they enter relevant documents (such as directories, visiting cards, and show catalogs) into the database.
- Coordinate with the team regarding any calls or meetings concerning the specific show.
- Keep the show calendar updated as needed.
- Proven experience of at least 8+ years in a similar role at a comparable level in a company.
- Bachelor's degree from an institute of repute
- Strong organizational prowess and multitasking abilities are vital.
- Should be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion
- IT literacy - experience in Word, Excel, PowerPoint, access database software, Outlook, Zoom meeting, Google Meet, etc.
- Excellent administration and secretarial skills.
- Excellent verbal and written communication skills - CRUCIAL
- Very strong interpersonal skills
- Discretion and confidentiality
- Outstanding organizational and time management skills
- Professionally groomed and presentable.
- Willing to travel (occasionally)
- Should understand the responsibilities of running a company.
- Prior experience in event organization will be an added advantage