Business Support Executive

Role Overview:

To enable the effectiveness of the TopSource organization and the Senior Leaders through the provision of a proactive, high-impact administration and operational support. The role ensures seamless alignment of priorities across client delivery, commercial performance, finance and operations.

Key Responsibilities:

• Innovation & automation
• To improve time management, quality and compliance across the business through driving the best use for tools including the Microsoft 365, Hubspot and AI.
• To improve the communication across the business through the effective use of MS Teams and Sharepoint.

• Diary Management
• Ensure all meetings have agenda and papers shared, AI Teams recordings are utilized, actions are reviewed and captured and followed up to ensure completion
• Coordinate ExCo and Functional Leadership meetings

• Travel Management
• Manage the travel arrangements to and from the GCC in Pune, other international travel and ensure these are managed within budget and the travel policy

• Internal communications
• Plan the calendar for internal communications and events, e.g. Town Hall meetings
• Manage the updates of the Intranet (Sharepoint)
• Manage the communication of business updates via Teams

• Client & Stakeholder Interface
• Support with managing the interface between the TopSource leadership team, investors and other key stakeholders
• Manage client communications, including meeting scheduling, responding to emails and supporting on initiatives such as client satisfaction surveys and feedback
• Assist with the preparation of client presentations and reviews

• GCC Facility Management & Administration
• Manage the relationship and performance of TableSpace, the management company of our GCC office facility
• Ensure the best use of the GCC capacity, with oversight of desk and meeting room usage and compliance with office working policies
• Manage the relationship and utilisation of Capita for our inbound mail and scanning services
• Have oversight of the SLA performance across the centre for inbound call management

• Confidentiality & Governance
• Handle sensitive information with discretion
• Maintain well-organised records
• Support with the production of internal documents, including Board and Monthly Performance Reviews, ensuring adherence to brand guidelines.

Qualification and Experience required:

• Experience supporting senior executives in outsourcing/BPO services
• Strong organisational and communication skills, excellent in written and verbal English Language
• Ability to work in fast-paced global environments
• Advanced Microsoft 365 skills

Competencies:

• Teamwork – effective in working as part of a team, of being able to establish strong and effective relationships and address obstacles to change and innovation. Have proven experience of managing a diverse international team, working remotely.
• Results orientation – proactive and solutions focused, taking the right steps to ensure successful and positive outcomes for all key stakeholders.
• Growth mindset – proactively seeks challenges and opportunities, flexible in approach and demonstrates resilience.

Measure of Success:

• Effective ExCo governance
• Quality of materials and outputs
• Executive satisfaction
• Responsiveness to business needs
• Efficiency improvements