Admin Assistant III

We are looking for an experienced, reliable, and task-oriented Executive Assistant. The Executive Assistant will work with leadership team and will be responsible for performing several administrative duties. The Executive Assistant provides advanced administrative support involving matters of a confidential and highly sensitive nature. 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 and establish working 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, and arrange meetings for executive.

• Proactively manages and anticipates need for prep and desk time for executive

• Optimizes the calendar for optimal work-life balance for the executive

• Provides guidance to management and others regarding executive's 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

• Organize end to end travel 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 other logistics (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 celebrations etc by booking venue, arranging Dinner/Lunch boxes, visiting the sites, conduct negotiations, Menu, and venue setup finalizations, organizing corporate gifts etc

• Liaison with external bodies such as NASSCOM and other consulting organisations as needed

• Drafting and finalizing the agenda for team and Partner visits.

• Arrange for Invite letter, Office setup, building access, Escorting, Food and car arrangements for visitors as needed.

• Book meeting rooms and arrange for Lunch & Dinner networking sessions.

• Arranging logistics such as Food and Beverages, visitor passes, security clearance for external visitors visiting the office as required.

Expense Management

• Track daily expenses and prepare weekly, monthly, or quarterly reports

• Filing expense report and ensure the executive’s expense claims are submitted and expensed out on time.

• Keeping a tab on reconciliations if any.

• Filing and retaining a 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 among appropriate departments.

• Act as the point of contact among executives, employees, clients, and other external partners

• Manage information flow in a timely and accurate manner

• 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 by analysing operating practices, record keeping system s, and forms control. Implements changes as necessary.

• On-boarding (if any) of new member and create efficiencies in the induction process of the new joiners

• Assists in 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 and maintain the 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