Admin Assistant - Pune Site

Job Requisition ID #

24WD77967

Position Overview

We are looking for an experienced Administrative Assistant for our Pune site. As Administrative Assistant, you'll provide administrative support to Directors and assigned managers, by acting as a facilitator and liaison. You will perform a wide range of tasks, handle details of confidential and critical nature, while using your experience and discretion to ensure smooth and efficient functioning of the site.

This hybrid role will be based out of our Pune office.

Responsibilities

• You will plan, coordinate and execute site and team events
• You will be site support, partnering with Facilities and other departments for things such as space management, event planning and catering.
• You will coordinate team offsites, meetings, and engagement activities including team-building and culture-related activities
• You will handle materials, logistics, hotel booking, catering, agenda and communications with employees
• You will handle payments and transactions, including vendors
• You will track purchases and generate expense reports
• You will manage complex calendars of leaders while ensuring prioritization of activities
• You will arrange international and domestic travel and prepare expense reports accordingly
• You will review and prioritize email and respond on behalf of executive and escalate issues that need immediate attention
• You will create, if required and maintain email distribution lists, and shared directories
• You will coordinate and participate in required meetings, including managing agendas, action items and producing meeting notes
• You will manage ad-hoc projects and handle confidential information sensitively

• 5-10 years' experience providing administrative support for executives in similar industry
• Proficient in Microsoft Office Suite, Mac and Windows operating systems and related business applications such as Slack, Microsoft Teams, Microsoft SharePoint
• Strong event organizing experience
• Ability to work in a fast-paced work environment that requires strong multitasking skills, time management, and self-starter mentality
• Proven ability to work under pressure, communicate effectively, and meet deadlines
• Excellent oral and written English communication skills. Local language proficiency will be added advantage
• Team player who is results-oriented with strong interpersonal skills
• Ability to travel to events or internal meetings, as needed

• You are a self-starter - You enjoy working on complex assignments with a team or by yourself to get things done
• You enjoy working with other people - You believe that a high functioning team is critical to success. You enjoy reaching out and building productive working relationships with people across all levels and take a customer service orientation when supporting the team
• You are a successful multi-tasker - You know how to prioritize multiple projects and responsibilities at a single time and ensure things are done on time and within budget
• Extremely organized - You can maintain large amounts of information in an organized way
• Adaptable - You work well in fast-paced environments, you're a quick learner, and always ready to lend a hand