Office Executive/ Assistant

The world’s leading supplier of mineral-based specialty solutions for industry with 14,000 employees, operations in more than 40 countries, and €4.3 billion in revenue in 2022.

Imerys delivers high-value-added, functional solutions to a great number of sectors, from processing industries to consumer goods. The Group draws on its understanding of applications, technological knowledge and expertise in material science to deliver solutions by beneficiating its mineral resources, synthetic minerals and formulations. Imerys’ solutions contribute essential properties to customers’ products and their performance, including heat resistance, hardness, conductivity, opacity, durability, purity, lightness, filtration, absorption and water repellency. Imerys is determined to develop responsibly, in particular by fostering the emergence of environmentally-friendly products and processes.

KEY TASKS AND RESPONSIBILITIES

Safety

• Ensure Office is safe and hazard free and Covid safety in the workplace 

• Organise periodic Safety Meetings

• Maintain a clean, uncluttered and safe office environment

 

Office Management & Efficiency

• Maintain and discharge all Administrative functions in a prompt and efficient manner including

  • Periodic clearing of payments for trade associations, newsletters and memberships

  • Managing of Annual Maintenance Contracts (Negotiations, Service & Payments)

  • Dispatch & Entry for all shipments/ materials/ parcels outgoing by courier or hand

 

 IT & Telecom Support & Coordination

• Ensure trouble free and smooth operations for all communication hardware and services for office, team and visitors

  • In coordination with respective departments (Customer Care) and service providers

 

Sales Support

• Support sales for logistics matters when necessary

• Own and update customers mailing lists on a regular basis

• Coordinate Customer Days with concerned managers, site team and communications for smooth and successful events

 

Communications

• Be the Communication Correspondent Representative for the Imerys India office and sales activities

• Oversee exhibitions, and customer events nationally

• Negotiate contracts with venues, vendors, and service providers. Budget management in line with the agreed budget for the events.

• Organise internal events, meetings, or conferences for Customer days and Imerys local / International internal meetings 

• Create and manage merchandising and signage material according to Imerys guidelines.

• Assist Communications Business Partners with local communications tools such as Secar Gazette, local advertising in printed and internet-based publications, and web-based events according to Imerys guidelines. 

• Follow up with a debriefing after Tradeshows to share post-show assessment.

 

Travel Management

• Organise and arrange Flights & Trains tickets/Visas/Hotels/Cars/Forex/SIMs, etc

  • For the team and all inbound visitors

 

JOB SPECIFICATIONS

• Bachelor's Degree in Business administration or any related education.

• 8-10 years’ experience in office management

• Proficiency in Google Suite is a must (Google Docs/ Google Slides/ Google Sheets)

• Good planning and organisational skills

• Excellent communication skills, both verbal and written 

• Excellent command of English language

• Good time management and multitasking skills

• Experience in event management is a plus

• Ability to supervise people

 

Imerys Leadership Competencies

 

Cares for Self and Others

• You demonstrate self-awareness and nurture an inclusive and safe environment, empowering people to do their best.

 

Collaborates for Success: 

• You work together across boundaries to achieve shared goals.

 

Commits to Customers: 

• You understand (internal and external) customer needs and take action to meet them.

 

Drives Results: 

• You deliver sustainable results and strive for excellence.

Shapes the Future: 

• You think in long-term scenarios, anticipate future challenges and opportunities while prioritising sustainability.