GMGT.EXECUTIVE ADMIN ASSOC - LEVEL IV - GENERAL MANAGEMENT

We are seeking a highly organized and detail-oriented individual to fill the role of Facility Management and Executive Assistant to country leader. This dynamic position combines the responsibilities of managing facility operations with providing comprehensive administrative support including EA responsibilities. The successful candidate will have a strong background in executive assistantship for top leaders and facility management, excellent communication skills, and the ability to multitask effectively.

Receives visitors and supports individual, department or site staff by promptly, courteously and accurately addressing requests for assistance. Performs activities under limited supervision.
Work as a Executive Assistant to India Country Leader.

Experience: - 2 - 7 Years +

Responsibilities: To be successful in this role you will need the following

Facility Management: 2 sites- Balewadi and Chinchwad lab

• Manage both sites from facilities perspective.
• Oversee day-to-day facility operations, including maintenance coordination, space management, and vendor relations.
• Develop and implement preventive maintenance programs to ensure optimal functioning of equipment and facilities.
• Coordinate repairs, renovations, or other facility-related projects as needed. 
• Conduct regular inspections to identify any potential safety hazards or maintenance issues.
• Maintain accurate records for equipment, consumables inventory, warranties, service contracts etc and ensure timely execution of those contracts.
• Manage relationships with external vendors such as cleaning services, security providers, and maintenance contractors. 
• Waste and scrap management with vendors.
• Executing contracts with suppliers.
• Monitor budgetary expenses and cost reduction related activities to facility management.
• Travel to both sites every week to ensure the planned activities are up and running.

Executive Assistant Support:

To be successful in this role you will need the following

• Provide high-level administrative support to senior executives including calendar management, scheduling meetings/appointments/travel arrangements.
• Work with different stakeholders to ensure availability for the meetings and send the invites accordingly.
• Management of travel and other arrangements for executives from foreign countries
• Prepare meeting agendas, documents/materials/presentations for executive meetings.
• Handle correspondence on behalf of executives including drafting emails/official 
• correspondences/communications accurately and professionally.
• Assist with budget tracking by maintaining expense reports/receipts/financial records for executive team members as required.
• Domestic and international end to end travel management and formalization of expenses in the company systems.

Education/Experience 

• Bachelor's degree in business administration or relevant field preferred or any graduate
• Strong organizational skills with attention to detail.
• Excellent verbal and written communication abilities.
• Proficiency in MS Office Suite (Word/Excel/PowerPoint).
• Ability to prioritize tasks effectively and work under pressure