Executive Administration

Company Description

Indian Institute of Gems & Jewellery (IIGJ) is an initiative of the Gem & Jewellery Export Promotion Council (GJEPC). It is dedicated to offering educational programs in the gem and jewelry industry. With campuses located in Mumbai, New Delhi, Jaipur, Varanasi, and Udupi, IIGJ provides a range of diplomas, degrees, professional certifications, and LMS-based programs to aspiring professionals.

Role Description

Office Facility Management:

1.     Timely maintenance of infrastructure & cleanliness - Weekly physical verification and reporting.

2.     Vendor and AMC Management - Timely renewal of contracts, no disruption in services.

3.     Inventory & Asset Management - Updated records, zero stock-outs of essentials

4.     Travel & Accommodation Coordination - Timely bookings, cost-effective solutions

5.     Documentation & Record Keeping - Updated employee files, contracts, licenses.

6.     Attendance & Access Management - Staff attendance report submitted on time every month.

Compliance & Safety:

1.     Fire safety drills, first aid kits, licenses up-to-date.

2.     Visitor & Security Management - Logbooks maintained, visitor experience monitored

3.     Cost Control & Budget Monitoring - Staying within admin budget

4.     Communication & Responsiveness - Timely response to admin requests (within SLA - Service Level Agreement)

5.     Event/Meeting Coordination - Smooth execution of internal meetings/events. Setup and logistics arranged at least 24 hours before event

Assistance in Admin work:

1.     Making & Issuing students ID Cards, Certificates and maintaining the data.

2.     Issue stationery and assets related to non-academic to the staff & students

3.     Supervision of Housekeeping, Security, AC & Electrical work with help of admin team assigned.

Communication, Discipline & Team Support:

1.     Punctuality and discipline

2.     Internal coordination with staff/faculty

3.     Response time to queries/issues

4.     Contribution to institutional goals

Qualifications

• Office Management, Scheduling, and Coordinating skills
• Experience in maintaining records and managing administrative tasks
• Proficiency in Microsoft Office Suite and other administrative tools
• Excellent written and verbal communication skills
• Strong organizational and multitasking skills
• Ability to work independently and as part of a team
• Bachelor's degree in Business Administration or related field
• Prior experience in an educational institution or similar setting is a plus