Executive Assistant

JOB SUMMARY/PURPOSE

Presentation of the Refractory Abrasives & Construction Business Area, in a nutshell:

• €1.4bn sales

• 4,050 employees

• 39 industrial sites in 15 countries

• 4,500+ customers serviced in 95 countries

3 Technology Centres in Austria, China & Lyon, France

Reporting to the India Sales Director - Imerys India Country Chairman, the Executive Assistant is in charge of ensuring that building and related services are meeting the needs of the Imerys employees and provide a suitable environment for work. He/ She ensures secretarial and smooth administrative support to several Directors & Managers. The position would also be acting as the Communication Manager for Imerys in India and would be pivotal in ensuring Imerys India activities are updated on the Intranet and coordination for various exhibitions and conferences.

Location: Hyderabad (India)

Scope : Imerys India and RAC BA India/ Middle East related activities, primarily that of Hyderabad Office, support to Vizag Plant / Office as needed and any new office / plant in India when needed.

KEY TASKS AND RESPONSIBILITIES

Safety

• Ensure Office is safe and hazard free and Covid safety in the workplace

• Organise periodic Safety Meetings

• Maintain a clean, uncluttered and safe office environment

Office Management & Efficiency

• Maintain and discharge all Administrative functions in a prompt and efficient manner including

  • Periodic clearing of payments for trade associations, newsletters and memberships

  • Managing of Annual Maintenance Contracts (Negotiations, Service & Payments)

  • Dispatch & Entry for all shipments/ materials/ parcels outgoing by courier or hand

IT & Telecom Support & Coordination

• Ensure trouble free and smooth operations for all communication hardware and services for office, team and visitors

  • In coordination with respective departments (Customer Care) and service providers

Sales Support

• Support sales for logistics matters when necessary

• Own and update customers mailing lists on a regular basis

• Coordinate Customer Days with concerned managers, site team and communications for smooth and successful events

Communications

• Be the Communication Correspondent Representative for the Imerys India office and sales activities

• Oversee exhibitions, and customer events nationally

• Negotiate contracts with venues, vendors, and service providers. Budget management in line with the agreed budget for the events.

• Organise internal events, meetings, or conferences for Customer days and Imerys local / International internal

meetings

• Create and manage merchandising and signage material according to Imerys guidelines.

• Assist Communications Business Partners with local communications tools such as Secar Gazette, local advertising in printed and internet-based publications, and web-based events according to Imerys guidelines.

• Follow up with a debriefing after Tradeshows to share post-show assessment.

Travel Management

• Organize and arrange Flights & Trains tickets/Visas/Hotels/Cars/Forex/SIMs, etc

  • For the team and all inbound visitors

JOB SPECIFICATIONS

• Bachelor's Degree in Business administration or any related education.

• 5-10 years’ experience in office management

• Proficiency in Google Suite is a must (Google Docs/ Google Slides/ Google Sheets)

• Good planning and organizational skills

• Excellent communication skills, both verbal and written

• Excellent command of English language

• Good time management and multitasking skills

• Experience in event management is a plus

• Ability to supervise people

Imerys Leadership Competencies

Cares for Self and Others

• You demonstrate self-awareness and nurture an inclusive and safe environment, empowering people to do their best.

Collaborates for Success:

• You work together across boundaries to achieve shared goals.

Commits to Customers:

• You understand (internal and external) customer needs and take action to meet them.

Drives Results:

• You deliver sustainable results and strive for excellence.

Shapes the Future:

• You think in long-term scenarios, anticipate future challenges and opportunities while prioritising sustainability.