Administrative Assistant

Department: Administration

Designation: Administrative Assistant

Location: Navi Mumbai

Experience: 2–5 Years

Employment Type: Full-time

About the Role

We are looking for a proactive and well-organized Administrative Executive to manage day-to-day administrative activities, travel arrangements, vendor coordination, purchase processes, calendar management, and stakeholder coordination.

Key Responsibilities

1. Travel Management: Handle end-to-end domestic and international travel bookings, itineraries, accommodations, transportation, and related coordination.
2. Purchase Orders & Procurement: Raise POs, coordinate approvals, obtain quotations, liaise with vendors, and ensure timely delivery of goods/services.
3. Calendar & Schedule Management: Manage calendars, meetings, appointments, reminders, and related logistical arrangements for senior management and stakeholders.
4. Vendor Coordination: Coordinate with vendors for quotations, service requirements, deliveries, invoices, payments, and ongoing administrative needs.
5. Internal Stakeholder Coordination: Coordinate with HR, Finance, IT, Sales, Management, and other teams to ensure timely completion of administrative requirements.
6. International Partner Coordination: Manage end-to-end arrangements for international partners and visitors, including travel, accommodation, transportation, meetings, and office visits.
7. General Administration: Handle day-to-day administrative activities, maintain records and trackers, support events and special projects, and ensure timely closure of pending tasks.

Key Skills & Competencies

• Communication & Coordination: Strong communication, interpersonal, follow-up, and stakeholder management skills.
• Organization & Time Management: Ability to prioritize and manage multiple tasks effectively within timelines.
• Attention to Detail: Strong focus on accuracy, documentation, and process adherence.
• Vendor Management: Good vendor coordination, negotiation, and relationship management skills.
• MS Office / Google Workspace: Proficiency in Excel, Outlook, Google Calendar, and related tools.
• Problem Solving: Ability to independently handle issues, make decisions, and find practical solutions.
• Professionalism: Professional, presentable, proactive, and capable of handling confidential information