At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.
Your impact
JOB TITLE Sr. Business Assistant
/ Executive Assistant
ROLE Provide administrative support to VP & EDO and the leadership team as required.
Responsibilities
- Perform a broad variety of administrative tasks for VP & EDO.
- Manage an extremely active calendar of appointments.
- Arrange detailed travel plans, prepare detailed travel itineraries with agendas; and take care of all travel needs.
- Compile documents for travel-related meetings
- Keep VP & EDO well informed of upcoming commitments and responsibilities, following up appropriately.
- Complete expense reports in a timely manner and reconciles corporate credit card statements and provides required back-up.
- Compose and prepare correspondence that is sometimes confidential
- Prepare presentation, memos, emails, and reports as required.
- Provides a bridge for smooth communication between the VP & EDO and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff
- Act as the point of contact among executives, employees, clients, and others.
- Schedule communication forums eg Townhalls.
- Attend to calls and respond to emails interfacing with clients.
- Organize venues and hospitality for visitors etc.
- Organize meeting refreshments/meals and prepares conference room.
- Manage information flow in a timely and accurate manner.
- Arrange corporate social events in coordination with stakeholders.
- Document minutes of all meetings.
- Screen and direct phone calls and distribute correspondence.
- Organize and maintain virtual filing system.
- Provide admin support to B&I leadership team as required.
- Ability to work well under pressure and meet deadline
Here's what you'll need
Qualifications
Experience
- 10 –12 years’ experience as EA or business assistant to Senior business leader.
KEY COMPETENCY EXPECTED TO BE DEMONSTRATED
- Well-organized with great time management skills and ability act without guidance.
- Ability to proactively manage competing demands and pressure and ability to multi-task.
- Ability to collaborate with a range of colleagues in the wider organization, as well as with external stakeholders.
- Excellent interpersonal skill.
- Excellent verbal and written communication.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Financial acumen to manage invoices and interpret financial data.
- Confidence in working with senior internal and external stakeholders.
- Well placed sense of judgement, diplomacy, and ability to exercise absolute discretion and confidentiality.
- Ability to “think outside the box” and generate and implement creative solutions.
- Ability to work with versatility, meeting unexpected, very tight deadlines on occasions.
- MS-Office skills and hands on graphics and high-end presentation skills.
- Emotional maturity.
Locations
CityStateCountryNavi MumbaiAll IN RegionsIndia
