KEY RESPONSIBILITIES
Provide administrative support for the Mumbai office/team as well as other offices/remote employees as needed.
Ensure the efficient running and management of the office.
Manage incoming & outgoing communication as well as office visitors.
Schedule/coordinate meetings and appointments and ensure the necessary logistics.
Coordinate orders with and manage relations with suppliers and service providers and ensure that office needs are fulfilled.
Resolve office-related malfunctions and respond to requests or issues.
Coordinate with other departments to ensure compliance with established policies.
Book travel arrangements, negotiate fares and conditions of stay and perform analysis of travel costs for management.
Ensure travel procedures are carried out including validations, submissions on the travel system, expense reports and coordination with the finance team for travel expenses and per diems.
Assist employees with their visa applications and follow up with relevant embassies.
Coordinate with the infrastructure team to ensure the smooth running of the office’s IT operations.
Perform other administrative tasks, including updating and sorting files, drafting and proofreading correspondence, and conducting research.
CANDIDATE PROFILE & REQUIREMENTS
Diploma/certificate in administrative or secretarial studies or related field.
At least 2 years of experience in an administrative/office management role.
Excellent proficiency of Microsoft Office tools.
Working knowledge of office equipment (multi-function printers, office access systems etc.)
Excellent interpersonal & communication skills and strong problem-solving skills.
Excellent organizational, multi-tasking & time management skills. Ability to prioritize and manage multiple tasks simultaneously while maintaining deadlines.
Demonstrated ability to work well in a team environment & across all levels of the organization.
Excellent levels of English required, proficiency in French is also preferred.