Team Executive/ Team Assistant - UI

Location

Mumbai | India

Job description

JOB TITLE: Team Executive/ Team Assistant UI

JOB LOCATION: Preferred Mumbai, But open Pan India
RELOCATION TERMS: Local terms

UNILEVER INTERNATIONAL IS…

Unilever International is Unilever's fastest growing and entrepreneurial business, EUR 1.2 billion in turnover. UI's purpose is to serve the underserved - markets, consumers, channels, brands, working in close partnership with Unilever's Business Units (BU) and Business Groups (BG). UI is headquartered in Singapore and has a global remit with teams spread across nine hubs (Singapore, US, UK, Korea, India, Dubai, France, Philippines, and Australia).

KEY RESPONSIBILITIES:

Responsible for providing comprehensive administrative support to the management team, ensuring efficient and smooth day-to-day operations within the organization. This role involves a combination of clerical, organizational, and communication tasks.

Administrative Support:

• Manage and organize schedules, appointments, and meetings for management personnel.
• Prepare and distribute documents, reports, and presentations as required.
• Handle incoming calls, emails, and correspondence on behalf of the management team.
• Maintain and update filing systems, databases, and records.

Coordination and Communication:

• Act as a liaison between management and various departments within the organization.
• Coordinate and communicate with external stakeholders, clients, and vendors.
• Facilitate internal communication within the management team and across departments.

Travel and Event Coordination:

• Arrange travel plans, accommodations, and itineraries for management staff.
• Assist in organizing and coordinating events, conferences, and meetings.

Data Management:

• Compile and organize data for reports and presentations.
• Assist in data entry, analysis, and maintenance of databases.

Project Assistance:

• Provide support on special projects as assigned by management.
• Assist in project coordination, tracking progress, and ensuring deadlines are met.
• Office Management:
• Oversee office supplies and equipment, ensuring availability and functionality.
• Coordinate office logistics and assist in the onboarding of new employees.

Confidentiality:

• Handle confidential information with discretion and maintain a high level of confidentiality.

Visa Management Process:

• Assist in the coordination of visa processes for international travel or assignments.
• Liaise with relevant authorities, legal teams, and employees to ensure compliance with visa regulations.
• Maintain accurate records of visa status and expirations.

HR Queries:

• Serve as a point of contact for general HR-related queries from employees.
• Collaborate with the HR department to address employee concerns or direct queries to the appropriate personnel.
• Assist in the onboarding process and maintain employee records.

Event Management:

• Plan and coordinate company events, conferences, and meetings.
• Manage logistics, including venue selection, catering, audio-visual equipment, and other event-related details.

• Collaborate with internal teams and external vendors to ensure successful event execution

You will work closely with

• Leaders of different functions, Human Resources, Unilever International Employees
• 30% Time travelling to support events.

• The role will be the assistant for the NRA region, which consists of NALI ( Levant, Iraq, Libya, Jordan, Palestine etc) , METU ( Arabia, Turkey) and Africa.

• The role will support the business teams in this region. Majority of the teams are located in Dubai and Africa.

Experience and Education

Bachelor's degree Experience:

• Proven experience as an administrative assistant, executive assistant, or in a similar role is essential. 4 years of experience
• Previous experience in event coordination and management is highly desirable.
• Familiarity with visa management processes and HR procedures is an advantage.

Technical Skills:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant office software.
• Experience with data entry, database management, and report generation.

Organizational Skills:

• Strong organizational and time-management skills with the ability to prioritize tasks effectively.
• Attention to detail and a commitment to maintaining accurate records.

Communication Skills:

• Excellent verbal and written communication skills.
• Ability to interact professionally with internal and external stakeholders.
• Strong interpersonal skills for effective collaboration and relationship-building.

Multitasking Ability:

• Capability to handle multiple tasks simultaneously and meet deadlines in a fast-paced environment.
• Flexibility to adapt to changing priorities and urgent requests.

Problem-Solving Skills:

• Strong problem-solving abilities and a proactive approach to addressing challenges.
• Capacity to make sound decisions and seek guidance when needed.

Team Collaboration:

• Ability to work collaboratively within a team and across departments.
• Willingness to assist colleagues and contribute to a positive work environment.

Event Management Skills:

• Experience in planning and coordinating events, including logistics, vendor management, and participant coordination.
• Creativity in organizing engaging and successful events.

Visa Management Knowledge:

• Understanding of visa processes and regulations for international travel or assignments.
• Ability to liaise with relevant authorities and legal teams to ensure compliance.

Fluent in English

Preferred skills

• Be a strategic, highly adaptable and entrepreneurial person
• Embrace a high growth mindset with strong love for consumers, shoppers and customers
• Have strong communication, negotiation and influencing skills with key stakeholders
• Have experience working and leading in cross-functional teams

Have great project management and business process design skills

Job tags

Salary