Role Summary:To provide executive assistance to the Managing Executive. We need someone that exhibits a professional and polished demeanor and fully understands the role of an executive assistant. This role requires exceptional organizational skills, a keen eye for detail, and the ability to handle sensitive information with utmost confidentiality. The ideal candidate will be proactive, efficient, and capable of managing a diverse range of tasks in a fast-paced environment.Requirements:Minimum of 5 years of experience as an executive assistant or in a similar role supporting senior executives.A good typing speed and accuracy.Should have a relevant qualification and related experience as well as proficiency in all MS packages.Advanced PowerPoint and ability to build presentations.Good work ethic, responsible and accountable.Task completion.Competencies:Exceptional organizational and time-management skills.Strong written and verbal communication abilities.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.Ability to multitask and prioritize tasks effectively in a fast-paced environment.Strong problem-solving skills and the ability to anticipate needs.High level of professionalism and strong interpersonal skills.Key Responsibilities:Executive Assistant to the Managing Executive of Clothing:Managing Workday: leave for GM & HODS, KPIs, IPAS.Ensure that leave is noted in the executive's diary: GM and HODS.Taking minutes at meetings.Executing presentations.Managing the diary and reading emails.Do not add meetings with GM's consent.Drafting documents and emails.Support function to the HOD leadership team:Writing and sharing of meeting minutes.Sending meeting invites, reminders, and any required documents.Creating presentations for meetings - assisting HODs with presentations.Diary management for HOD of retail and oversight.Organizing stakeholder events (internal and external): invites, presentations, food, process and planning, certificates.Reminding the HODs and teams of important business tasks and deadlines.Keeping the merchandising, buying, and marketing calendars up to date every week.Creating reports when requested (Head of Ops).Building relationships with HODs and working with them to support their roles on a day-to-day basis.Manage and book all travel – Local and International for various teams:Arranging domestic and international flights, transportation, and accommodation for teams.Loading of daily allowances, sample budget.Assisting with Visa process: documentation and sometimes appointments.All travel needs to be done accurately and on time to stop losing money.Organizing and executing Clothing people initiatives:Assists HODs with ordering of computer hardware for new starters.Assist new team members with PC Software in liaising with IS department.Manage office supplies, equipment, and facilities to ensure a well-functioning work environment.Big birthday milestones: gifts and celebrations.Birthday emails.Other milestones where we show support: baby, marriage, illness etc.All communication sessions/quarterly: planning, presentations, certificates, food, winners.Farewells (when required), retirements.Manage boardroom meetings:Manage and coordinate Clothing boardroom - technology, organizing of events.Manage the bookings of the boardroom.Customer Care:Work with Group Customer Care.Send responses in 24 hours.Redirect to required HODs.Phone and resolve issues.Forward compliments to operations.Put Customers first.Act as a general point of contact:Acting as a point of contact: dealing with correspondence and phone calls.
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