Provides executive and office administration support, including calendar and travel management, correspondence, meeting coordination, confidential records, vendor and facilities coordination, invoice processing, office supplies, visitor access, and workplace operations. Supports the Managing Director, front desk coverage, tender deliverables, employee travel arrangements, and general administrative tasks while ensuring deadlines, policies, and office services are managed effectively.
For providing high-level administrative, organizational, and strategic support to ensure the efficient operation. The role requires exceptional communication skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.Your responsibilities
- Manage the Managing Director's calendar, appointments, meetings, and travel arrangements.
- Coordinate and prioritize schedules to optimize the Managing Director's time.
- Screen and manage incoming correspondence, calls, and requests.
- Handle sensitive and confidential information with professionalism and discretion.
- Coordinate internal and external events, conferences, and executive visits.
- Prepare meeting minutes and track action items to ensure timely completion.
- Draft, review, and manage business communications on behalf of the Managing Director.
- Monitor deadlines, follow up on key deliverables, and ensure timely execution of priorities.
- Support budget tracking, expense reporting, and invoice processing where required.
- Maintain executive records, documents, and filing systems.
- Oversee daily office administration and facility operations to ensure a safe, clean, and efficient workplace.
- Coordinate with facility vendors and service providers for housekeeping, security, maintenance, pantry, landscaping, and other support services.
- Monitor office infrastructure and arrange timely maintenance and repairs.
- Manage office supplies, stationery, and asset inventories.
- Ensure compliance with workplace safety, security, and administrative policies.
- Support workspace planning, seating arrangements, and office improvement initiatives.
- Act as backup for front office/reception operations during absences, peak workloads, or business requirements.
- Coordinate visitor access, meeting room bookings, and hospitality arrangements.
- Act as a bridge between the vendors and finance department for invoice processing.
- Coordinate flight bookings, accommodation and transportation for all employees.
Taking over from Front desk Secretary whenever required. - Assisting tender dept with deliverables
- General administrative tasks
- Bachelor's Degree in Business Administration, Management, Commerce, Human Resources, or a related field.
- 2-5 years of experience as an Executive Assistant, Executive Secretary, Office Administrator, or similar role.
- Experience supporting senior executives, preferably Managing Director or C-suite leadership.
- Excellent verbal and written communication skills.
- Strong stakeholder and vendor management skills.
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Problem-solving and decision-making capabilities.
- Knowledge of office administration and facility management practices.
- Customer-service orientation and positive attitude.
- High degree of confidentiality and professional integrity.
- Strong organizational and multitasking abilities.
- Exposure to facility administration and office operations management is preferred.
- An extensive mobility program for a healthy work-life balance
- A permanent training track which allows you to develop yourself personally and professionally
- A stimulating, innovative workplace with numerous growth opportunities
- A people-oriented environment with an interactive health program and a focus on employee wellbeing
- You will be part of an international and multicultural team of colleagues within a Group that is worldwide active and contains many nationalities.
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What you need to know about the Pune Tech Scene
Once a far-out concept, AI is now a tangible force reshaping industries and economies worldwide. While its adoption will automate some roles, AI has created more jobs than it has displaced, with an expected 97 million new roles to be created in the coming years. This is especially true in cities like Pune, which is emerging as a hub for companies eager to leverage this technology to develop solutions that simplify and improve lives in sectors such as education, healthcare, finance, e-commerce and more.
