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Description
Department: Core - Business Infrastructure & Operations Location: Gurugram, India Description We are looking for an Office Assistant to provide an extensive range of administrative tasks in support of our Gurugram based team. The ideal candidate will thrive on coordination, organisation and will be a self-starter. This position is open to both entry-level candidates and those with extensive administrative experience. You must have excellent organisational skills, be a confident communicator, capable of dealing with people at all levels and always maintain confidentiality and professionalism within the workplace. Reliability and adaptability are vital for this role, together with the ability to work to independently and be flexible to changing deadlines. Ultimately, you will contribute to the efficiency of our business by providing personalised support to the Gurugram team and timely support to the Office Manager. Working as part of a vibrant, fast-paced global Business Infrastructure & Operations team, this is a chance to gain experience within an interesting and dynamic organisation, where individuals thrive on change. Key Responsibilities Office Operations and Supplies Management Maintain office supplies inventory, place orders, and ensure supplies are readily available. Ensure meeting rooms and the office remain tidy, orderly, and well-prepared for use. Perform reception duties by greeting and escorting guests, answering doors, and facilitating visitor logistics. Manage office space allocations, seating arrangements, and logistics for internal short-term and long-term office visitors (EBTs). Liaise with building management, contractors, and service providers (e.g., cleaners, maintenance, IT support), following up on premises issues as required. Ensure compliance with safety regulations and organize periodic safety checks. Assisting Gurugram Office Manager with Gurugram office relocation matters (e.g., new office setup, liaising with brokers and other service providers). Administrative and Team Support Assist regional HR processes, such as onboarding new team members, off boarding processes, providing office orientation, administrative tools, training on local admin processes. Handle basic onboarding and offboarding tasks, such as laptop preparation, issuing business cards, name tags, travel booking platforms (flights, hotels and taxis), and taking ID photos. Arranging business visas for employee travel to and from India and working with UK BIO team to ensure a smooth experience for travelers. Offer support for raising Purchase Requests (PRs) and Purchase Orders (POs) related to office needs or events through the ERP system. Handling local procurement matters relating to Business Infrastructure and Operations, including ensuring local procurement conforms with company guidelines. Provide ongoing support to the Indian Business Infrastructure & Operations team as needed. Manage adherence to company policies, office protocols, and administrative processes, fostering a collaborative and positive work atmosphere. Meeting, Event, and IT Support Meeting preparation including meeting room setup and catering as needed. Assist broader Core teams with organizing internal employee engagement activities and external events, meetings, dinners, office activities and off-sites for various teams. Basic IT support (arranging hardware, desk setup, printer connections) and liaise with the IT team for major problems. Daily Operations and Ad-Hoc Requests Handle unexpected tasks and miscellaneous team support requests as they arise, ensuring smooth office operations. Facilitate a positive office environment by promoting collaboration and a welcoming atmosphere for employees and visitors. Assist in Gurugram new starters onboarding training and coordination Assist in Gurugram new starters and leavers updates in various travel related platforms (Navan, Grab and Uber etc) What we are looking for Required attributes: Attention to detail, excellent coordination, time management and organisational skills. Strong team player; supports colleagues and shares knowledge; interpersonal skills with the ability to build effective relationships at all levels. Adept at managing a varied workload with the ability to multi-task and re-prioritise in a fast-paced and demanding environment. Ability to use initiative, forward thinking, and work under pressure, with a willingness to proactively take on new tasks. Advanced Microsoft Office skills, particularly Outlook (coordinating training via calendar invites), MS PowerPoint, Excel & Word. Desirable attributes: Administrative work experience. Proven experience working for a fast-growing international consultancy or professional services business. What we offer The opportunity to contribute to a rapidly growing international business A dynamic, intellectually stimulating and demanding yet supportive environment A fun, informal and international work culture A competitive salary package Access to regular coaching and mentoring sessions and the opportunity to learn from experienced professionals Access to the Aurora Academy, our training programme offering a range of opportunities to develop your skills You may expect the role to initially be predominantly office based for a certain period, before a hybrid model of remote and in-office working days is possible. Please talk to us at the interview about the flexibility we could offer, and we will explore what’s possible for the role. The Company is committed to the principle that no employee or job applicant shall receive unfavorable treatment on grounds of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership and pregnancy and maternity. Show more Show less
