Job
Description
Roles and Responsibilities Calendar & Meeting Management Schedule meetings with internal, external, and global stakeholders. Independently manage internal and external correspondence on routine matters. Coordinate and schedule in-person and virtual interviews for the team/function. Onboarding and Offboarding Management (Associates & Vendors) Coordinate with HR and IT to request user IDs for new joiners (internal/external). Arrange hardware, access cards, photo ID cards, stationery, and desk keys. Facilitate onboarding by liaising with internal stakeholders. Manage offboarding tasks including return of ID/credit cards, IT asset handover, asset de-allocation, and user ID deletion. Collect training manuals and knowledge/project-related documents from offboarded associates. Foreign Travel Management Handle the end-to-end visa application process for traveling associates. Prepare covering/invitation letters for visa applications. Manage travel logistics including insurance, forex approvals, tickets, and forex surrender. Process matrix requests and handle relevant documentation for international travel. Executive Assistance to Clients Provide full administrative support including calendar and meeting management. Schedule appointments and coordinate logistics for client meetings. Review, analyze, and process invoices and submissions using internal tools. Make travel and hotel arrangements for official visits. Compile, analyze, and report data for recurring presentations and reports. Handle additional ad hoc tasks with minimal supervision. Proactively identify and communicate challenges along with potential solutions. Expenses and Purchase Orders (POs) Raise purchase orders (POs) and goods receipt notes (GRNs). Follow up on invoice processing and payments. Track and submit expense reports. Team Support Create and maintain team mailing distribution lists. Regularly update and manage team organizational charts. Desired Education, Skills, and Qualifications Graduate in any discipline. Prior experience in executive assistance and administrative support. Proficient in Microsoft Office Suite (Excel, Word, PowerPoint), MS Teams, Skype, and Outlook. Familiarity with online calendar and scheduling tools (e.g., Outlook Calendar). Excellent communication skills (verbal, written, and virtual). Strong organizational, multitasking, and problem-solving abilities. Ability to work independently with a proactive approach.
