Executive Admin - Sr. AssociateConfidential • Bengaluru / Bangalore
Executive Admin - Sr. Associate
Confidential • Bengaluru / Bangalore
24 days ago
Job descriptionProvide comprehensive diary management with full autonomy to resolve conflicts and prioritize tasks. Proactively monitor meeting attendance and ensure enquiries and issues are delegated and resolved efficiently. Facilitate logistical arrangements and prepare all necessary documentation ahead of meetings. Plan itineraries proactively, considering cost-effective travel options and assisting with visa requirements. Maximise cost savings by utilising preferred travel providers in line with travel and expense policies. Manage communications by monitoring emails, calls, and post, escalating or delegating as appropriate. Proofread and ensure all communications comply with brand and risk guidelines. Project manage large and complex events, ensuring compliance with policies and liaising with relevant teams. Oversee logistical arrangements and attend events as required, ensuring documentation is prepared. Manage event budgets and negotiate costs effectively. Prepare and submit timesheets. Process expenses and invoices in compliance with policy and approval processes. Reconcile credit card and bank statements with receipts. Maintain client contact and relationship databases. Provide ad hoc project support as needed. Welcome visitors to Vialto Partners offices. Provide cover for colleagues during absences when necessary. Experience in a corporate professional services environment preferred. Confidence engaging with senior / high-profile contacts and clients. Strong attention to detail with ownership for high-quality work delivery. Ability to build relationships across diverse local and global teams. Team player committed to delivering seamless service to the firm and clients. Confident decision-maker capable of prioritizing, challenging, negotiating, and influencing. Strong planning skills with the ability to anticipate and mitigate potential issues. Excellent organisational skills, able to manage a busy and conflicting workload. Flexible and professional approach, remaining calm under pressure. Good knowledge of time zones and best travel routes between multinational locations. Proficient in Google Workspace and Microsoft Office packages.
Key Responsibilities :
Relationship Management
- Act as the ambassador and first point of contact for allocated Partners.
- Develop and maintain internal and external networks to identify and communicate priorities effectively.
- Build strong relationships with clients and their PAs, identifying opportunities to enhance Vialto Partners' reputation.
Diary and Meeting Management
Travel Management
Communication Management
Events Management
Time and Expense Management
General Administrative and Project Support
Experience and Skills Required :
Skills Required
Calendar Management, Data Analysis, Project Coordination, Report Generation, Travel Arrangements
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Admin Executive • Bengaluru / Bangalore
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