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About the Role
A hands-on position that plays the key role of delivering seamless administration support to the local organization, including managing office administrative budget, office procurement and maintenance matters, documentation, and travel administration with aim to achieve maximum work productivity and cost efficiency.
KEY RESPONSIBILITIES: EXECUTIVE ASSISTANT
- Partner with outsourced travel vendor on travel bookings (flights and hotel) for the Managing director and relevant support team in Nielsen India, according to established global travel approval processes and policies, with aim to achieve work and cost efficiency;
- Maintain travel itinerary and travel bookings records, as required;
- Prepare itinerary, meeting agenda, and meeting materials for assigned Managing Director /s, as required;
- Liaise with external venue for bookings and preparation of internal / external meetings;
- Schedule appointments on behalf of the Managing director with internal stakeholders, clients, vendors, and any relevant parties.
- Client Visits / travel as required.
ADMINISTRATION
- Office Supplies Maintenance
- Maintain printed materials (eg. business cards or any company printed materials) vendor listing by obtaining requirements, negotiating price, quality, delivery; and validating invoices;
- Supervise outsourced Receptionist on maintenance of office pantry and stationery inventory, and to replenish when necessary;
- Responsible for budget and control of office equipment purchases and ensuring its adequate supply;
- Maintain and manage administration related vendor listing and its processes, including but not limited to courier services, and catering;
- Manage all office procurement with aim to achieve work and cost efficiency;
- Verify / approve vendors and purchase invoices within assigned scope.
- Office Infrastructure Maintenance
- Coordinate with building management on matters related to office maintenance & renewals;
- Ensure all office equipment and property is well maintained and accounted for;
- Review any business contracts and agreements relating to office facilities repair & maintenance, renovation etc;
- Others
- Submitting information for budget preparation; scheduling expenditures, monitoring costs and analyzing any variances;
- Undertake assigned projects that will help improve processes, create work efficiencies and benefit the organization, which includes planning, coordinate, communicate, execute, and monitoring of results;
- Supervise and Support Receptionist in end-to-end administrative duties.
KEY STAKEHOLDERS & INTERFACE
- Internal
- Investors
- Senior Executives
- General Associates
- External
- Vendors - JLL, Housekeeping vendors, transport agencies.
- Clients
- Associations and affiliated institutions
- Procurement functions
EXPERIENCES & QUALIFICATIONS
- Minimum Diploma or Degree in Business Administration or any other related discipline;
- Min 4 to 5 years of past administrative and support experience.
COMPETENCIES & SKILLS
- Google Suite Applications – GMail, Google Doc, Google Slides, etc;
- Use of ConcurWell organized with the ability to plan and prioritize;
- Meticulous with strong attention to detail;
- Strong interpersonal skills with a collaborative mindset to work well with others;
- Good communication in English, both written and verbal.
KEY PERFORMANCE INDICATORS / MEASURES
- On time and accurate travel bookings
- Timely and accurate preparation of meeting agendas and materials
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