Administrative Assistant

About the position:

The assistant will work closely with the leads to assist with administrative tasks and be the chief internal coordinator. The responsibilities will include but not limited to managing expense reports, travel arrangements (domestic and international), calendar management and vendor management. Individual must strive for excellence, be pro-active, enthusiastic and exuberate perseverance. The assistant will be responsible to perform variety of duties and tasks and should be able to manage stakeholders, vendors and navigate through systems.

Key Responsibilities

• Responsible for calendar management. Maintains leaders schedule and is responsible for planning and scheduling meeting and conferences

• Ability to maintain a variety of documents including business correspondences

• Schedule travel for leadership visits

• Responsible for travel arrangement including visa documentation, air ticket, hotel booking and car booking (Domestic & International)

• Making necessary logistics arrangements for visitors: hotel booking, flight booking, cab booking, etc.

• Prepare and processes reimbursements and other expense reports, reconciling and reporting travel expenses

• Ensure smooth execution of meetings, off-sites, summits and similar events by

• Coordinating logistics such as equipment set up and coordinating with associated hotel/office helpdesk

• Organizing necessary food/refreshment procurement

• Preparing agenda for the meeting and maintaining minutes of the meeting

• Collating final updated content from respective point of contacts for the event

• Manage, escalate, and resolve key location specific issues which affect multiple team members (space, access, IT etc.)

• Prepare notes, reports, letters and other documents using MS Word, spreadsheet and presentation

Required Qualifications:

• Bachelors’ degree

• 5 years’ experience as an administrative assistant, preferably at the C-suite level in a multi-national company

• Excellent communication skills: verbal and written

• Proven experience with calendar, travel and expense management

• Expert in handling multiple priorities, administrative coordination, and logistics management

• Ability to act proactively, think on the feet and be resourceful

• Ability to work independently and be result oriented with solution centric approach

• Must be well-organized, detail-oriented, ability to multi-task with great follow-up skills

• Must be diligent, hardworking, and ambitious

• Expertise in managing multiple stakeholders and day to day tasks

• Ability to use Microsoft Office suite (Outlook, Word, Excel, PowerPoint)

• Experience with relevant tools such as concur, is an added advantage

Bengaluru, Karnataka

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