[INDIA] Management Assistant / Executive Assistant

We are looking for a motivated candidate with excellent verbal and written communication skills and diverse experience to support the management across various organizational functions and provide a highly responsible administrative support.

The ideal candidate will be highly organized, with experience of handling communications in complex situations, has quick decision-making ability, clarity of thought and attention to details. (S)he should be ethical, have a high degree of maturity, use tact and judgment in communication and preserve confidentiality of sensitive information. This role involves frequent communication with customers and international team members.

Reporting to: Managing Director | Location: Bangalore

Roles and Responsibilities:

Assisting management team

• Fill in for the management team for external communications in their absence.

• Help to organise meetings, prepare agenda, and note down the discussions of the meetings.

• Respond to letters and emails not requiring the attention of management staff.

• Support National sales manager by replying to customers in his absence.

• Support in preparing presentations, SOPs, draft official letters, contracts, and other documentations.

• Organize and coordinate with team for any team events and outings, including for travel and accommodation.

Marketing

• Organise and keep track of marketing activities like emailing and LinkedIn activities.

• Support in organising webinars, conferences and workshops and manage communication about marketing initiatives.

• Work as a bridge between team members to gather information and communicate get with customers.

• Co-ordinate with Marketing team in France and national sales manager for marketing activities

• Take responsibility for Ad Hoc works for marketing e.g.- as required to organise workshops.

HR & Recruitment

• Support recruitment activities like shortlisting and initial screening of candidates, organising interviews and communicating with candidates on the progress/result and joining.

• Scheduling training of new employees, and evaluation during probation period.

• Scheduling technical and behavioural training of team on timely basis in discussion with management.

• Coordinate with HR team in France and external HR Consultant as required.

Quotations and orders

• Support in preparing quotations for the sales team if required.

• Support order processing team in communication with customers and with the headquarters in France.

• Discuss priority of orders with management and track delivery of Orders using Excel sheet.

• Track communication with order processing team in France to ensure of Orders as per delivery timeline.

• Perform and document the installation and operational qualifications of all new instruments.

• Resolve instrumentation issues through hardware and software troubleshooting.

• Manage communications (email and telephone) with customers to ensure issue resolution and proper follow-up.

• Communicate effectively with customers and build good relationships with them.

• Troubleshoot and perform repair works of instruments, electronic boards and cables as required.

• Coordinate for deliveries, Maintain local inventory with proper records, for spares and instruments.

• Perform product demonstration for customers as required in coordination with Area Sales-in-charge.

• Maintain records of installation and service activity details in service register & installation certificates.

• Prepare and submit reports on customer facing activities to the management in prescribed formats.

• Work in coordination with the team and actively participates in team meetings.

Requirements:

• Experience: Minimum 1 - 3 years or above in Institutional sales and service, Industries, R&D Centres

• Education: B.E / B.Tech. in Electrical or Electronics; MSc. Chemistry, Physics, Electronics.

• Language: Compulsory: English, Hindi; Preferred: Marathi

• Travel to customer locations required – up to 60%

• Excellent communication and organizational skills.

• Ability to learn and pick-up troubleshooting skills quickly and can handle service issues independently.

Preferred:

• Knowledge of Electrochemistry, Battery Testing, Solar and other non-conventional technologies

• Basic knowledge in MS Office, including Word, Power Point, Excel

Skills:

• Troubleshooting, repairing and tracking instrument issues.

• Problem solving & analytical mindset.

• Ability to build relationships.

• Proactive and has an eye for details.