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.

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  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