Administrative Assistant EV Commercial

Job Purpose:

The Administrative Assistant supports the EV Commercial Team with comprehensive administrative and operational assistance. This included handling administrative tasks, overseeing special projects, managing calendars and ensuring office efficiency. The role requires maintaining confidentiality, taking initiative, demonstrating tact and mature judgment, and working independently to support organizational objectives. The ideal candidate should thrive in a fast-paced environment and be capable of managing multiple priorities efficiently.

Position Overview:

Reports to

What youll do:

• Coordinate and prepare materials for leadership meetings, team meetings, and reviewsincluding agendas, presentations, and follow-up notes.
• Manage and prioritize email correspondence on behalf of the executive, where needed.
• Handle sensitive information and communications with discretion and confidentiality.
• Serve as a point of contact between the executive and internal/external stakeholders.
• Perform ad-hoc tasks as requested by the executive or leadership team. Act as the primary point of contact for administrative needs for the entire team.
• Create and manage purchase requests (PRs), purchase orders (POs), and vendor invoices through internal systems (SAP).
• Monitor and track departmental budgets and expenses, flagging discrepancies and ensuring timely processing of payments.
• Support the end-to-end vendor lifecycleonboarding (both domestic and international), document collection, contract processing, renewals, and offboarding.
• Coordinate with the sourcing and logistics team for vendor contracts and agreements.
• Handle the paperwork and other related activities for vehicle movements.
• Track and maintain vendor databases, contracts, and service-level agreements (SLAs).
• Organize domestic and international travel, including flight, hotel, and local transport bookings for the executive.

What you'll bring:

Experience:

• Previous experience as an Administrative Assistant or Executive Assistant
• Ability to manage multiple tasks and prioritize work effectively.
• Proficiency in G Suite (Word, Slides, Sheets, G-Meet, Calendars) and other relevant software.
• Exceptional written and verbal communication skills.
• Ability to handle confidential information with discretion and professionalism.
• Strong interpersonal skills and the ability to build relationships with stakeholders internally and externally.
• Familiarity with event coordination and management.
• Experience with Budget management and Financial coordination

Qualification:

• Degree in Business Administration or related field preferred.