Office Executive/ Assistant

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

• Organise 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.

• 8-10 years’ experience in office management

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

• Good planning and organisational 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.