Team Executive/ Team Assistant - UI page is loaded

Team Executive/ Team Assistant - UI

locationsMumbai HO time typeFull time posted onPosted 7 Days Ago job requisition idR-81048

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