Executive Assistant

Role: Executive Assistant

Job location: Bangalore - Electronic City

Work Mode: Work From Office

Mandatory expectation for all roles as per Syngene safety guidelines

• Overall adherence to safe practices and procedures of oneself and the teams aligned.
• Contributing to development of procedures, practices and systems that ensure safe operations and compliance to company's integrity & quality standards.
• Driving a corporate culture that promotes environment, health, and safety (EHS) mindset and operational discipline at the workplace at all times.
• Ensuring safety of self, teams, and lab/plant by adhering to safety protocols and following environment, health, and safety (EHS) requirements at all times in the workplace.
• Ensure all assigned mandatory training related to data integrity, health, and safety measures are completed on time by all members of the team including self.
• Compliance to Syngene s quality standards at all times.
• Hold self and their teams accountable for the achievement of safety goals.
• Govern and Review safety metrics from time to time.

Responsibilities:

Calendar Management: Effectively manage the VP's (Vice President) complex and dynamic calendar, coordinating and prioritizing appointments, meetings, and travel arrangements. Anticipate scheduling conflicts and resolve them in a timely manner.

Communication and Correspondence: Handle all incoming and outgoing communications on behalf of the VP. Prepare and compose professional emails, letters, memos, and reports. Manage and screen phone calls, ensuring appropriate follow-up and redirection, as necessary.

Meeting Coordination: Plan, schedule, and coordinate meetings, conferences, and events involving the VP. Prepare agendas, take accurate meeting minutes, and distribute relevant materials. Follow up on action items and ensure deadlines are met.

Travel Arrangements: Arrange domestic and international travel itineraries for the VP, including flights, accommodations, ground transportation, visas, and other necessary arrangements. Prepare detailed travel agendas and maintain travel-related documentation.

Information Management: Organize and maintain confidential files, records, and documents. Develop and maintain a systematic filing and retrieval system. Conduct research, compile data, and prepare presentations as requested.

Relationship Management: Build and maintain effective relationships with key stakeholders, both internal and external. Represent the VP in a professional and courteous manner, always ensuring positive interactions.

Prioritization and Workflow Management: Proactively manage competing priorities, ensuring deadlines are met and urgent matters are addressed promptly. Identify potential issues and recommend solutions to enhance efficiency and productivity.

Confidentiality and Discretion: Handle sensitive information and maintain the highest level of confidentiality. Exercise discretion in dealing with confidential matters and demonstrate sound judgment in decision-making.

Additional Responsibilities: Support the VP in various special projects, initiatives, and ad-hoc assignments. Conduct research, analyse data, and prepare reports as needed,

Requirements:

• Master's degree in business administration, management, or a related field is preferred.
• Proven experience as an executive assistant or in a similar role, supporting senior executives or C-level executives.
• Excellent organizational and time management skills with the ability to multitask and prioritize effectively.
• Exceptional verbal and written communication skills, including strong editing and proofreading abilities.
• Proficient in using productivity tools and software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
• Strong interpersonal skills with the ability to build relationships and work effectively with individuals at all levels of the organization.
• Demonstrated ability to maintain confidentiality and exercise discretion.
• Detail-oriented mindset with a commitment to accuracy and thoroughness.
• Proactive problem-solving skills and the ability to anticipate needs and provide solutions.
• Flexibility and adaptability to handle changing priorities and work effectively in a fast-paced environment.

Equal Opportunity Employer

It is the policy of Syngene to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by applicable legislation or local law. In addition, Syngene will provide reasonable accommodations for qualified individuals with disabilities.

Pls visit us at https://syngeneintl.com/ to know more about us and what we do.