Position: Executive Assistant

Location: Bangalore

Reports To: Supervisory Board Member

Role Overview

- Join a dynamic and innovative team at RMZ, supporting the Supervisory Board Member in a critical and high-impact role.

- As an Executive Assistant, you will provide seamless operational, administrative, and personal support, ensuring efficiency and professionalism in all aspects of the role. T

- his position requires an experienced professional adept at multitasking, fostering relationships, and maintaining confidentiality.

Key Requirements:

- Gender: Female only

- Experience: Minimum of 5- 8 years as an Executive Assistant to a Promoter, Founder, or CEO (no other CXO position) of a large-scale business.

Skillsets:

- Strong attention to detail.

- Ability to develop and implement efficient systems and templates.

- Excellent relationship-building skills across diverse teams and stakeholders.

- Decision-making support through well-structured and prescriptive communication.

- Proactive problem-solving and accountability.

- Exceptional organizational and time-management abilities.

- Flexibility and adaptability to changing priorities.

- Self-awareness and commitment to personal growth and learning.

Responsibilities :

Administrative & Operational Support

- Schedule and manage meetings, events, and travel arrangements.

- Draft and review correspondence, briefing materials, reports, and presentations.

- Plan and coordinate complex international travel itineraries for the Supervisory Board Member and their family or team.

- Act as a point of contact between executives, employees, and external stakeholders.

- Ensure timely and accurate flow of information to and from the Supervisory Board Member's office.

Handle end-to-end travel logistics, including :

- Booking flights, arranging ground transportation, and securing hotel accommodations.

- Managing visa applications, travel insurance, and adherence to international regulations.

- Researching and selecting premium services such as VIP lounges, concierge assistance, and expedited immigration processes.

- Develop contingency plans for travel disruptions and provide real-time support for changes.

- Maintain an updated database of preferred vendors, visa requirements, and frequent destinations.

- Ensure seamless coordination across time zones, including calendar management, meeting schedules, and communication.

- Build and maintain strong relationships with global partners, luxury travel providers, and frequently visited establishments.

- Liaise with internal teams and external partners, including hotels, airlines, and vendors.

- Negotiate and secure preferential rates for accommodations, transportation, and other services

Decision-Making Support :

- Conduct research and data analysis, presenting findings in a clear and actionable manner.

- Compile reports to aid in decision-making processes.

- Analyze trends and offer insights based on data.

Personal Support (30% of the role) :

- Manage travel, visas, calendars, and appointments for the Supervisory Board Member's family.

- Maintain family-related databases and assist with personal matters

Other Duties :

- Prepare for audits and assessments as needed.

- Uphold company policies and regulatory requirements.

- Maintain flexibility to work additional hours or travel on short notice.

- Foster an inclusive and respectful workplace environment.

Qualities & Behaviours :

- Attention to Detail: Ensure accuracy and thoroughness in all tasks.

- System Builder: Develop and refine templates and processes to optimize workflows.

- Relationship Builder: Establish strong connections with colleagues, vendors, and partners.

- Effective Communicator: Over-communicate where necessary to prevent misunderstandings.

- Accountable: Acknowledge and provide status updates on all tasks, even if delays occur.

- Proactive Learner: Assess mistakes to identify and implement preventive measures.

Work Environment :

- The role demands discretion, professionalism, and the ability to handle confidential information.

- Flexibility to work beyond standard hours based on business needs.