Business Unit:

Office of the CEO

Reporting To:

APAC Regional Manager, Administrative Services

Shift:

India (10:00 am - 7:00 pm IST) (India)

About Russell Investments, Mumbai:

Russell Investments is a leading outsourced financial partner and global investment solutions firm providing a wide range of investment capabilities to institutional investors, financial intermediaries, and individual investors around the world. Building on an 87-year legacy of continuous innovation to deliver exceptional value to clients, Russell Investments works every day to improve the financial security of its clients. The firm is the world’s sixth-largest investment adviser, with $1 trillion in assets under advisement (as of June 30, 2022) and $288.3 billion in assets under management (as of March 31, 2023) for clients in 30 countries. Headquartered in Seattle, Washington in the United States, Russell Investments has offices around the world, including London, New York, Toronto, Sydney, Tokyo, Shanghai – and has opened a new office in Mumbai, India in June 2023.

Joining the new Mumbai office is an incredible opportunity to work closely with global stakeholders to support the technology and infrastructure that drives the investment and trading processes of a globally recognized asset management firm. Be one of the first to join this new team based out of Goregaon (East) in Mumbai and be a part of creating the foundation and culture for the firm’s growing operations in India. The Mumbai office operates 5-days a week from Monday to Friday with varying shifts to accommodate time zones around the world.

For more information, please visit https://www.russellinvestments.com .

Job Description:

Joining our APAC Business Administration team means you will be part of a passionate and supportive team that believes what we do matters to our clients and investors. As an Executive Assistant you will provide assigned support to Nandini Sankar and our Mumbai Leadership team. This involves responsibility of active calendar management, meeting preparation, issue escalation, discretion, and confidentiality, and effectively communicating with the executive you support. A successful candidate will be self-motivated and exercise exceptional judgement and discretion in various high-pressure situations. As well as experience in executive support, exceptional attention to detail and a keen ability to thrive in a fast-paced and dynamic environment with constantly evolving priorities. We are looking for candidates who are passionate about supporting and partnering with C-Suite members that work seamlessly with executives to manage priorities and drive business unit goals.

Your Core Responsibilities:

Strategic Partner

As an Executive Assistant you are required to be a strategic partner to your executives. our administrative support impacts the execution of their goals, initiatives, and priorities. For you to add value here, the expectations are that you first understand what your executives’ goals are and what & who their strategy involves. You’ll be able to plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld.

Scheduling & Travel -

• Completes a broad variety of administrative tasks including managing an extremely active calendar of appointments, meetings, and business travel, ensuring the schedule is organized efficiently, prioritizing most important items, and resolving all conflicts.
• Arranging complex and detailed global travel including itineraries, meeting agendas and materials. Compiling and filing expense reports using multiple currencies.
• Screening telephone calls and correspondence appropriately
• Coordinating global multi-party meetings and conference calls.

Effective Communication & Collaboration -

• Well-versed in technologies and programs such as OneNote, SharePoint, OneDrive, Teams, Skype, Zoom, Video Conferencing, mobile devices, and mobile applications.
• Works closely and effectively with the executive to proactively keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Provides a bridge for smooth communication between the executive and department/business unit heads; maintains credibility, trust, and support with senior management staff.

Event Management & Client Experience

A large responsibility of this role is when supporting a one OpCo (Operating Committee) Committee member is your involvement in and at times end to end management of client, prospect, vendor, or associate events. This can require end to end planning to ensure only a positive experience for all stakeholders and participants. Responsibilities include -

• Act as lead for client event planning as needed.
• Understand the sequence of events, timings, logistics and the finer details of events – apply initiative where plans should be adjusted to meet changing circumstances.
• Understanding policy constraints on spend for prospects and clients within the financial services industry as well as internal budget & policy.
• Proactively communicating event planning status with all stakeholders (internal & external parties)

Administration & Assistance -

• Responsible for assigned support to one OpCo (Operating Committee) Committee member and the Mumbai Leadership team.
• Composing and preparing correspondence and presentations noting and respecting confidentiality.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executive, including those of a sensitive or confidential nature; determines appropriate course of action, referral, or response.
• Effectively manages a variety of special projects, some of which may have department/business unit impact.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Strong stakeholder management skills. Uses different communication skills to build rapport, trust, and collaboration with your stakeholders.
• Create and document standard operating procedures for Mumbai office Leadership team.
• Coordinate special projects as defined by MD, RIIV, Mumbai India office location.
• Maintains discretion and confidentiality in relationships with internal and external clients.
• Preparing documents and materials while editing for correct grammar, punctuation, spelling context and format, including quick turnaround of format, or editing of PowerPoint presentations. Assist and cooperate with other teams as needed, including assisting them during busy periods and providing coverage in their absence.
• Other projects and duties as assigned.

Your Expertise:

• Bachelor's degree preferred.
• 10+ years of experience supporting a C-Suite Executive or equivalent.
• Investment Banking-Financial Services background supporting MD level or higher.
• Familiarity with or experience as Chief of Staff (preferred)
• High level of professionalism, exceptional customer service, communication, and organizational skills.
• Strict adherence to treating sensitive information on a confidential basis.
• High proficiency with MS Office including Word, Outlook (specifically calendar management), Excel, PowerPoint.
• Experience using expense management tools & applications (e.g., Concur)
• Experience using travel booking platforms & applications (e.g., Concur, Egencia,)
• Experience using sale enablement & client relationship management systems (e.g., MS Dynamics, Sales Force, Outreach)
• Problem analysis and problem-solving skills.
• Excellent judgment and decision-making ability.
• Work is self-directed with minimal guidance or instruction.
• Strong organizational and project coordination skills with the ability and experience to handle and prioritize multiple assignments and conflicting deadlines, while providing a high level of client service.
• Stellar interpersonal skills and the ability to build relationships with stakeholders, including staff, and external partners.
• Strong willingness to learn to increase proficiency in role.
• Demonstrated proactive approaches to problem-solving with strong judgment and decision-making capability.
• Ability to multi-task, deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests.
• Expert-level written and verbal communication skills.
• Highly resourceful team-player, with the ability to also be independently effective.
• Initiative and sense of urgency.
• Expertise to thrive in a team environment with many different personalities and communication styles.
• Ability to build strong working relationships with colleagues and stakeholders.
• Be self-motivated, show initiative and creativity in all aspects of work (e.g., creating new methods to streamline tasks).
• Exemplifies our customer-focused, action-oriented, results-driven culture.
• Ability to work flexible schedules when needed to support executives.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.