Executive Assistant

Title: Executive Assistant

Description: At Opus Global Services, your happiness and success is ours. We mean this not only for our organization and clients, but for our team members as well. We want to help you achieve the success and dreams you strive for while making a difference to families and communities both locally and around the world.

We have a need for an experienced, highly organized, and energetic Executive Assistant who has the ability to maintain confidentiality, problem-solving mindset and ability to manage multiple priorities simultaneously. You will report to country head for India and help them in scaling the opus business division in India.

This position is not for someone who does not want to learn or do things outside of their core competencies. A willingness to learn and “dig in” is essential for success in this position and will be rewarded handsomely for that success. Someone with core interests in data analysis, reporting to help build productivity & revenue at the company will be a core skill required.

We enjoy a work hard and play hard mindset that is flexible, open to new ideas, and willing to share their own to make an impact within our organization.

If you have a willingness to do what needs to be done to get the work done, this is a good fit for you. We respect a work/life balance, but this is not a clock-in/clock-out position.

Job Responsibilities:

-Manage employee leave records, process leave applications, and ensure attendance and absences are accurately updated in the leave tracker.

- Support the end-to-end recruitment process for internal hiring, including coordinating with recruiters for CV, interview scheduling, candidate coordination, and follow-up.

- Coordinate employee onboarding and exit processes, ensuring all documentation, induction activities, asset allocation, and clearance formalities are completed.

- Maintain and organize employee personnel files and HR documentation, ensuring records are complete and up to date.

- Track and manage office operational expenses and maintain accurate expense records.

- Procure and maintain inventory of office stationery, printing materials, onboarding kits, business cards, ID cards, pantry supplies, and other office requirements.

- Maintain all physical and digital company records in an organized, secure, and easily accessible manner.

- Maintain and regularly update the client contact database and assist in tracking contracts, purchase orders (POs), invoices, agreements, and other business documents.

- Follow up with clients, vendors, and internal stakeholders on pending documentation and administrative requirements as directed.

- Create, document, and regularly update Standard Operating Procedures (SOPs) for the Domestic Recruitment Division and support process improvement initiatives.

- Update and maintain employee onboarding presentations, induction materials, and other organizational documents.

- Plan and coordinate employee engagement initiatives, including birthday celebrations, Fun Fridays, festive celebrations, team dinners, Diwali gift procurement and distribution, and other company events.

- Coordinate travel logistics for management and employees for client meetings, business visits, and company events across multiple cities.

- Coordinate with cross-functional teams to ensure timely completion of assigned tasks and follow up on pending action items.

- Ensure confidentiality of employee, client, and company information at all times.

- Identify opportunities to improve administrative processes and recommend efficiencies to support business operations.

-Perform any other administrative, operational, or executive support responsibilities assigned by the country head from time to time.

Experience Requirements:

• Minimum Bachelors degree preferred in Management /Business Administration
• Business level fluency (written and orally) in English
• Minimum 3 to 4 years of proven experience in an executive assistant role in a MNC company.
• 1+ years recruiting, screening, and managing the hiring process for client in IT & Non IT Industry
• Proficiency in Microsoft Office Suite and other relevant business tools.
• Excellent communication skills
• Ability in managing multiple projects and workflows simultaneously
• Positive and can-do attitude
• Highly trainable and organized

Expected Work Calendar:

-Monday to Friday 9:00am-6:00pm IST

-India Holiday Schedule

-Occasional weekend or extended work to interview candidates, and work with US management.