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Executive Assistant

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Clifford Chance

Jan 21

Applications are closed

  • Job
    Full-time
    Senior Level
  • Legal
    People, HR & Administration
  • Hyderabad, +1

Requirements

  • Qualification: Bachelor's Degree/Masters/MBA from a reputed institute
  • 8+ years' experience, preferably in a multinational organisation with exposure to multiple cultures
  • Proven experience as an Executive Assistant or personal secretary to Senior Management, preferably involving minute taking and creation of presentations and Excel spreadsheets
  • Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities
  • In-depth understanding of entire MS Office suite (Word, Outlook, PowerPoint and Excel)
  • Ability to learn quickly, be curious and willing to get things done necessary to fulfil the requirements of the role and meet the business needs
  • Ability to organize a daily workload by priorities. Must be able to work and meet deadlines in a fast-paced, time pressured, quickly changing environment both on your own and as part of a wider team
  • Project/programme experience is preferred though not essential as coaching will be provided
  • Ability to deal with new and unfamiliar situations
  • Ability to make effective decisions based on information or guidance available
  • Ability to break down problems into component parts in order to decide next course of action
  • Ability to think of ways to improve quality of service based on an understanding of the needs and concerns of the Stakeholders
  • Very good written and verbal communication skills
  • Excellent attention to detail
  • Approachable, helpful and flexible

Responsibilities

  • The EA will provide executive assistance and support to their Stakeholders, including (but not restricted to):
  • Inbox Management: Prioritise correspondences, always keep inbox junk-free, file emails to keep folders free from over-flowing as well as to give ease of locating emails at the same time, and revert on behalf of the Stakeholder, if directed so
  • Calendar Management: Plan meetings proactively, manage conflicting demands and control dynamic diaries end to end. Arrange all logistics like agenda, pre-reads, co-ordinate and facilitate meetings as required, including attending such meetings, the taking of minutes and timely producing of action points/notes
  • Travel Management: Organise end-to-end travel including flight, rail, taxi, hotel, VISA, travel insurance, etc, and build extensive itineraries ensuring not just logistics, but complete agenda is well prepared. Update calendar with logistic details and save everything in an organised way in data repository
  • Expense Management and Budgeting: Proactively and meticulously submit all claims – expenses, mileage, etc – error free and with quick TAT. Assist with the raising and tracking of invoices as well as purchase orders. Support with updates for reporting and tracking against budgets where necessary
  • Documentation: Ensure all correspondence and relevant materials are produced in a timely and accurate manner and assist with creation of presentations as required. Management of document control on iManage (internal document storing software), and maintenance of other related software or tools as requested by Stakeholders
  • Project Coordination: Assist Stakeholders with conducting search, collating, and analysing data for the projects. Assist in drafting monthly status reports, or reviewing them to ensure the information is accurate, and that risks and issues are escalated. Track and monitor progress on the milestones and draft monthly reports. Make informed decisions on behalf of Stakeholder without handholding and meet all pressing needs in defined timelines
  • Consistency, Reliability and Integrity: This is the most important aspect of the engagement. Always maintain confidentiality, respect, and confidence of Stakeholders. Comply with all policies, procedures, legal and regulatory requirements and ensure highest levels of integrity
  • Collaboration: Work closely with your Stakeholders through regular correspondence. Be a team-player in the EA Hub at Delhi office, proactively participate in all activities and buddy new joiners, and provide absence cover where necessary
  • Adhoc: Assist with any other ad-hoc tasks like assisting with onboarding a new joiner in Stakeholder's team, creating/ updating distribution lists, working on upskilling sessions and newsletters for Stakeholder's Team, coordinating for off-sites, official gatherings, etc

FAQs

What qualifications are required for the Executive Assistant position?

A Bachelor's Degree/Masters/MBA from a reputed institute is required for this position.

How many years of experience are expected for this role?

A minimum of 8+ years of experience is expected, preferably in a multinational organization with exposure to multiple cultures.

What specific skills are necessary for the Executive Assistant role?

Strong organizational, project management, and problem-solving skills are necessary, along with proficiency in the entire MS Office suite.

Is previous experience as an Executive Assistant required?

Yes, proven experience as an Executive Assistant or personal secretary to Senior Management is required.

Will I be required to take minutes during meetings?

Yes, taking minutes and producing action points or notes is part of the Executive Assistant’s responsibilities.

Is travel management part of the role?

Yes, the Executive Assistant will be responsible for organizing end-to-end travel arrangements, including logistics and itineraries.

Do you provide opportunities for career development?

Yes, the position offers a learning opportunity and the chance to gain experience, which can support further studies and career advancement.

What is the working environment like at Clifford Chance?

The working environment is inclusive, team-based, and aims to exceed client expectations, with an emphasis on collaboration and innovation.

Is there a focus on client satisfaction in this role?

Yes, a key requirement for this position is to be client-focused and strive to exceed the expectations of both internal and external clients.

Are there any additional duties apart from the specified responsibilities?

Yes, there may be ad-hoc tasks such as assisting with onboarding new joiners, coordinating official gatherings, and creating/updating distribution lists.

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Clifford Chance

We are one of the world's pre-eminent law firms, with significant depth and range of resources across five continents.

Law
Industry
5001-10,000
Employees
1987
Founded Year

Mission & Purpose

We are one of the world's largest law firms with significant depth and range of resources across five continents. As a single, fully integrated, global partnership, we pride ourselves on our approachable, collegiate and team based way of working. We always strive to exceed the expectations of our clients, which include corporates from all the commercial and industrial sectors, governments, regulators, trade bodies and not for profit organisations. We provide them with the highest quality advice and legal insight, which combines the Firm's global standards with in-depth local expertise. Many of the world's leading organisations look to Clifford Chance not just for legal expertise but for advice on business critical issues.

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