Kirloskar Group Profile Search - 17-4-2019

Executive Assistant / Personal Assistant for Kirloskar Group Director/

Promoter Family Member

Company Profile : The Kirloskar Group is a 120-year old family group based out of Pune, India, that has investments across multiple industrial and non-industrial companies, both publicly traded and privately owned.

Position Overview : A Kirloskar Group Director/Promoter Family Member (in this case, the - Promoter- ) is searching for a highly motivated individual for the role of, Executive Assistant, to assist the Promoter in their daily activities, which includes both professional and personal scheduling, note taking, information synthesizing and summarizing, data analysis, letter writing, event planning, service provider managing, and gift purchasing, among other activities.

The Ideal Candidate :

- Ideally you are a super Type A, executive assistant or personal assistant to a Managing Director in Private Equity, Corporate Finance, Investment Banking, Multinational Corporation, etc., with a desire to move to Pune, India, if you are not already there. You should be prepared to commit fully to the role and not aim to move to Pune just from Monday-Friday.

- You should be down to earth, and approachable but at the same time professional, courteous, polite and not be afraid to suggest your own ideas or solutions to challenges. 

- You should be adaptable, have a thick skin and not be easily offended, and be able to stand up for yourself while not being brash or arrogant. You should be curt with those who require curtness.

- You should not give up easily and should not be afraid to learn new skills.

- You should be analytical and calculated in your approach to solving problems.

- You should be discrete and understand the requirement and necessity for confidentiality and have enough maturity to understand the repercussions when its not adhered to.

- You should be able to have a professional conversation about whatever might be in the newspaper as well as take an active interest in current and cultural events.

- You should be comfortable working in the office and outside of the office on a range of activities yourself and not depending on the hierarchy to getting it done - please don- t think of yourself as too superior for any job. This may include going to the FRO office, for example.

- You should have common sense and be street smart but at the same time be intellectually curious and have the academic track record to support it.

- You should not be addicted to your smartphone and should know when to put it down during work hours.

Duties & Responsibilities :

From a Professional Perspective :

- Drafting replies to e-mails that the Promoter would approve

- Replying to meeting schedule requests from both India based as well as Internationally based individuals

- Scheduling meetings using Outlook for the Promoter or from your phone, on behalf of and for the Promoter

- Managing airplane, taxi, hotel scheduling for the Promoter as well as working collaboratively with other executive assistants either in the same organization or externally

- Reading power point, word documents, or excel files and highlighting the key points in a succinct manner that can be presented to other individuals

- Understanding how to analyze a sophisticated spreadsheet from a data analysis or data tracking perspective and to be able to build simple spreadsheets from scratch as well

- Understanding how to print format an excel spreadsheet or other work file (such as adding headers or footers to word files, or adding page numbers, etc.)

- Knowing how to manage third party service providers, such as lawyers, accountants, party planners, catering services, etc.

- Experience in negotiating on pricing with third party service providers

- Knowing how to work with partner organizations who are sharing information or interacting via a collaborative partnership

- Arranging events and offsites

- Managing office supplies, office inventories

- Managing contacts

- Research subject areas using Google and other subscription services, work with company secretaries to pull private company filings from ROC, putting together information summaries in a clear and concise and presentable manner

- Taking notes from a meeting and building a minutes of meeting summary file that then can be circulated to others

- Sending packages, receiving packages, placing orders on Amazon for work related products or elsewhere

- Ability and willingness to work with new SAAS productivity tools and software suites to improve the efficiency of operations

From a Personal Perspective :

- Managing the schedule

- Managing the kids- schedule to the degree it requires it

- Managing contacts

- Managing travel, both domestic and international, including hotels, visas, auto rental, taxis, etc.

- India accounts, filings, banking, payments

- Managing home supplies, home inventories

- Managing Diwali bonuses

- Managing drivers, car maintenance, home maintenance

- Managing yearly renewals and payments, subscriptions to services

- Interacting with home staff or drivers to coordinate daily activities, weekly activities

- Sending packages, receiving packages, placing orders on Amazon for home related products

Other :

- Candidate should be willing to work overtime, late, weekends, while on vacation

- Candidate should not smoke, should live a healthy lifestyle

- Candidate should be a proactive individual who actively seeks to improve whatever it is they are working on without follow-up from someone else

- The Candidate should be a self-starter and motivated to organize things on their own and not require constant supervision or oversight

- The individual should be able to supervise themselves - if the Promoter is not in the office, the individual should still come to office on time, etc.

- Face-time doesn't matter, but Jack Ma is right - you should be able to push yourself to start an activity today versus waiting to start it tomorrow.

Education & Experience :

- Top 15% - 25% ranking throughout academic career at top-tier schools in India or abroad with transcript records available (U.S. ivy league schools, (BITS, SRCC, SSCBS, St. Stephen's, LSR, NSIT, DTU)

- At least 6 years of work experience from a multi-national corporation, investment bank, investment firm with relevant experience

- Foreign work experience in the USA or Europe for at least 2 - 3 years if possible

Knowledge & Skills :

- Extremely strong grasp of written and spoken English, both grammatically and colloquially. Please be prepared to take a writing and communications examination. Written and verbal communication will be extremely important.

- Strong understanding of Microsoft Word, Excel, and Power Point and ability to assist in preparation of documents in these software applications if necessary

- Touch typist on both the computer as well as the smartphone

- Technologically savvy - person should be able to solve simple and slightly more complex IT issues on their own without feeling flustered

- Candidate should have the common sense to not click on phishing emails or download virus-laden files or attachments or enter information on websites that would lead to a successful phishing attempt

- Strong research capabilities

- Strong interpersonal skills

- Experience working with both Apple and Windows operating systems

- Interests outside of work should place value on a healthy lifestyle

- Extremely hard-working individual, passionate about career goals

- Understanding of social media and its implications

Other :

- Performance linked incentive structure

- Record of high achievement, superior maturity, integrity

- Superior attention to detail, high energy, positive attitude

- Be prepared to work very hard in a high stress environment - there may be occasional fire drills with short term deadlines

This job opening was posted long time back. It may not be active. Nor was it removed by the recruiter. Please use your discretion.