Admin Assistant III

We are looking for an experienced, reliable, and task-oriented Executive Assistant. The Executive Assistant will work withleadershipteam and willbe responsible forperforming several administrative duties. The Executive Assistant provides advanced administrative support involving matters of a confidential andhighly sensitivenature. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced corporate environment. This candidate will help build a positive team environment andestablishworking relationships inside and outside of the group. This is an excellent opportunity to join a newly formed GCC in India.

Calendar & Contact Management for Executives

• Maintains calendar, daily schedules, andarrangemeetings forexecutive.
• Proactively manages andanticipatesneed for prep and desk time for executive
• Optimizesthe calendar foroptimalwork-life balance for the executive
• Provides guidance to management and othersregardingexecutives calendar availability, project status, and meeting arrangement
• Coordinate with other executive admins across the company to organize and co-ordinate meetings

Travel Management

• Coordinates travel arrangement and itineraries, with high volume of international travel
• Make travel and accommodation arrangements
• Organizeend to endtravel on Ticketing and accommodation, transport.
• Co-ordinate and arrange multiple meetings while on site with the teams and Partners.
• Arrange for Office access card activations, transport, and otherlogistics(e.g., Visa).

Event, Logistics & Visitors Management

• Arrange internal/external events such as 10yrs services completions, VP Onsite visits, Hackathons, Hiring Events, Birthdays, Farewells, Team celebrationsetcby booking venue, arranging Dinner/Lunch boxes, visiting the sites, conduct negotiations, Menu, and venue setup finalizations, organizing corporate giftsetc
• Liaison with external bodies such as NASSCOM and other consultingorganisationsas needed
• Drafting andfinalizingthe agenda for team and Partner visits.
• Arrange for Invite letter, Office setup, building access, Escorting,Foodand car arrangements for visitors as needed.
• Book meeting rooms and arrange for Lunch & Dinner networking sessions.
• Arranginglogisticssuch as Food and Beverages, visitor passes, security clearance for external visitors visiting the office asrequired.

Expense Management

• Track daily expenses and prepare weekly, monthly, or quarterly reports
• Filing expense report andensurethe executive s expense claims aresubmittedandexpensedout on time.
• Keeping a tab on reconciliations if any.
• Filing andretaininga record of the same for future Audits.

Communication Management & Networking

• Develop strong network throughout the entire organization and serve as connector for your team to necessary stakeholders.
• Communicates pertinent information amongappropriate departments.
• Act as the point of contact among executives, employees, clients, and other external partners
• Manage information flow ina timelyandaccuratemanner
• Prepares special reports, both routine and complex.
• Interfaces with a variety of internal and external contacts on issues which are complex or of a confidential nature.
• Format information for internal and external communication memos, emails, presentations, reports
• Take minutes during meetings
• Screen and direct phone calls and distribute correspondence

Office Management

• Creates and revises office systems and procedures byanalysingoperating practices, record keeping system s, and forms control. Implementschangesas necessary.
• On-boarding (if any) of new member and create efficiencies in the induction process of the new joiners
• Assistsin the development and execution of departmental policies/procedures
• Oversee the performance of other clerical staff
• Act as an office manager by keeping up with office supply inventory
• Organize andmaintainthe office filing system
• Tracks vendors and act as liaisons for vendors related to office management
• Supports tracking and filling out any compliance or other paperwork as needed
• Completes special projects as assigned or directed