Company / Business Background:

iBUS is a digital infrastructure company with a vision to connect everyone, everything, everywhere. We aim to bridge the digital divide by providing scalable connectivity solutions. As a pioneer in the 5G convergence landscape, we specialize in building interoperable digital connectivity infrastructure.

One of our core services is being a leading neutral host In-Building Solutions (IBS) provider in India. We offer comprehensive in-building solutions to various sectors, including real estate buildings, hospitals, hotels, commercial spaces, educational institutions, and government buildings nationwide.

Additionally, we are a leading Managed Wi-Fi services provider, delivering reliable and high-speed Wi-Fi connectivity. Our focus extends to location-based services that enhance user experiences and improve business operations. We have extensive coverage in the hospitality sector, and we cater to education campuses, co-working spaces, and co-living spaces as well.

With iBUS IoT, we empower our clients to harness the power of the Internet of Things (IoT). We offer customized IoT solutions designed to optimize costs and help achieve long-term sustainability goals. Our expertise in Data Solutions grants us access to GDPR compliant data, enabling us to provide valuable insights and analytics.

Through the integration of our existing in-building and Wi-Fi services with intelligent IoT and data solutions, we are revolutionizing business operations. With the necessary regulatory authorizations, iBUS is driving innovation and transforming the digital landscape for businesses across various industries.

Position Summary Objective

Reporting directly to the CBO, the Executive Assistant provides executive support in a one-on-one working relationship.

The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CBO. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive weekly cadence & reviews; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small (100 people), entrepreneurial environment that is value-driven, results-driven and team oriented.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects/initiatives pertaining to CBOs role/KRA, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Primary functions of position :

• Completes a broad variety of administrative tasks for the CBO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed plans, itineraries, and agendas; and compiling documents for meetings.
• Plans, coordinates and ensures the CBO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CBO's time and office.
• Communicates directly, and on behalf of the CBO, with Board members, executive & management teams and others, on matters related to CBO's initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CBO including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Follow up and tracks of reports to be received by CBO from management staff.
• Provides a bridge for smooth communication between the CBO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the CBO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the corporate environment across geographies, levels and keeping the CBO updated.
• Provides leadership to build relationships among C level contacts of Telco, builder, key partners crucial to the success of the organization, and manages a variety of opportunities for the CBO, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement e-mails, personal correspondence, and other tasks that facilitate the CBO's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Matches and keeps with pace with CBO in terms of work schedules and be flexible to adapt to non-standard work hours

Board Support and Liaison

• Serves as the President's administrative liaison to iBus Networks board of directors
• Assists board members/invitees with travel arrangements, lodging, and meal planning as needed
• Maintains discretion and confidentiality in relationships with all board members
• Adhere to compliance with applicable rules and regulations set in by the iBus corporate counsel regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison

• Participates as an invitee member of the Executive Team including assisting in scheduling meetings and attending all meetings; be the scribe in the meetings and follows up on action items
• Assists in coordinating the agenda of weekly senior management team meetings and off-sites, and all staff meetings
• Facilitates cross-divisional coordination of meeting and plans for communications, Partnerships, and Outreach
• Ensures that the CBO’s bio is kept updated in social platforms like Linked In and responds to requests for materials regarding the CBO and the organization in general
• Edits and completes first drafts for written communications to external stake holders

Strategic Initiatives

• Works with the Strategic Initiatives team in coordinating the CBO's responsibilities & activities
• Follows up on contacts made by the CBO and supports the cultivation of ongoing relationships
• Edits all, and creates e-mails from the CBO to the meeting invitees as follow ups

Essential:

• Bachelor's degree required
• Strong work tenure: 1 to 3 years of experience supporting C-Level Executives, preferably in a high growth organization
• Experience and interest in internal and external communications, partnership development, C level professional networking through digital platforms
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

Skills & Competencies:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions