Administration Assistant

Job Summary

Provides Clerical/administrative support to senior leaders in our plants, functions or groups in the organization. May support a specific function/team and perform specialized administrative functions. Uses business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc. Receives, screens and directs incoming calls, visitors, mail and e-mail. Maintains files, records, calendars and diaries. May arrange business travel, coordinate meeting arrangements, and/or track expenses. May provide training to department personnel on administrative processes which they support. Ensure required documentation is completed and maintained. Company transportation and security management.

Business Support: Performs administrative or clerical work in an office setting. Work is defined by established approaches. Work may be specialized in a particular discipline, such as general accounting, customer service. Uses administrative, data organizing, planning, and coordination skills to complete work

Job requires little or no prior relevant training or work experience before hire. Works under close supervision with little autonomy. Works within clearly defined methods and tasks that are described in detail. Performs simple, routine and repetitive tasks. Resolves routine issues with more experienced employees or with supervisory guidance and approval. This is the Entry level for employees with little to no experience.

An Admin Executive plays a vital role in ensuring the smooth operation of an organizations administrative functions. Their primary responsibilities include managing office systems and supervising administrative activities to support the day-to-day operations of the company. Key duties may include:

Responsibilities

• Office Management: Overseeing the overall administrative functions of the office, ensuring that systems are efficient and processes are streamlined.
• Facilities Management: Coordinating maintenance and repairs of office equipment and facilities, managing relationships with vendors and service providers, and ensuring that all facilities meet health and safety standards.
• Record Keeping: Maintaining accurate and organized files, handling confidential documents, and managing data entry tasks.
• Communication: Serving as the point of contact for internal and external communications, managing phone calls, email correspondence, and mail distribution.
• Scheduling: Coordinating calendars, arranging meetings, and planning events. This includes booking venues, organizing catering, and preparing meeting materials.
• Inventory Management: Monitoring office supplies and equipment, placing orders when necessary, and negotiating with suppliers to ensure cost-effective purchasing.
• Financial Tasks: Assisting with budget preparation, processing invoices, and handling petty cash. May also assist with basic bookkeeping and account reconciliation.
• Support to Senior Management: Providing direct administrative support to executives, which may include scheduling appointments, preparing reports, and handling travel arrangements.
• Human Resources Assistance: Assisting with basic HR functions like recruiting, onboarding, and maintaining employee records as needed.
• Projects and Special Assignments: Taking on special projects, conducting research, and providing support for various initiatives within the organization.

Qualifications

• An Admin Executive must be highly organized, detail-oriented, and capable of multi-tasking effectively. Strong communication and interpersonal skills are essential, as is proficiency with office software and tools.
• A bachelors degree in business administration, management, or a related field is often preferred.
• Previous experience in an administrative role is typically required, demonstrating a track record of managing office environments effectively.

Location

• Pune, India

Travel Required

0% - 25%

Relocation Provided

Yes

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.