Administrative Assistant, Document Management

Pre-requisites: Communication skills : Interact with many people, including clients, vendors, and staff, so they need to be able to communicate well.

Time management skills : Should be able to multitask and manage their time efficiently to handle multiple tasks.

Computer literacy : Proficient with MS Office, especially Excel and PowerPoint.

Attention to detail : Be precise and notice minor discrepancies.

Discretion and confidentiality : Should be able to maintain confidentiality and discretion.

Organizational skills : Be organized to manage calendars, schedule appointments, and prepare expense reports.

Ability to work independently : Work independently and as part of a team.

Ability to respond to emails : Should be able to effectively manage and respond to emails.

About The Role

Calendar management : Managing the executive's schedule, including making appointments and prioritizing matters

Travel arrangements : Support in getting Visa, tickets, hotels, cabs

Project coordination : Assisting with the planning and execution of projects

Information management : Maintaining confidentiality and accurate records

Event planning : Coordinating events, such as workshops or conferences, including selecting venues, managing invitations, and handling logistics

Administrative tasks : Performing general administrative tasks, book conference rooms, offices, support workshops & trainings, arrange food

Logistics support for visitors / travelers from Pune Maek Invitation letters, Covering letters, book cabs, book domestic flights if needed

Office space management

Get attendance data reports and EDR every month, organize them in the needed format, update the data, refresh formulas, and generate reports

Physical allocation of seats as per the eligibility criteria, maintain history

Tools

SAP Creating PRs for Hardware and processing invoices in NextGen Tool

Workday Initiate Transfers, exit, Create Pre-PCFs and Job Requisitions

Concur Book Hotels, Cabs, submit reimbursement

NextGen Process invoices, keep a track of invoices, submit monthly accrual to Finance

Hardware

Work on yearly hardware refresh activity of 950 staff and order hardware twice a year as per the due dates

Make sure every new joinee gets hardware on the day of joining. Plan accordingly.

Manage Floater pool of old laptops

Hardware failure support for the group