Assignment Details
Our client, a leading International Development organisation, delivers high-quality
programmes in South Asia are seeking a highly organised and proactive associate administrator to oversee the day-to-day administrative operations of the office. The ideal candidate will be responsible for managing office administration, Diary management, follow-up on action points from Senior Management Team
(SMT), India member meetings, and providing support in HR administrative activities, including record keeping.
Roles and Responsibilities:
1. Office Administration:
- Maintain and organize office supplies, equipment, and facilities to ensure a well-functioning and productive work environment.
- Oversee the management of incoming and outgoing mail and packages.
- Develop and implement office policies and procedures to enhance efficiency and productivity.
- Address and resolve administrative issues and inquiries promptly.
- Assist in vendor invoice payment processing.
- Assist in procurement of office assets.
2. Calendar Management:
- Tracking and supporting India Director on all actions, which would also involve coordinating and working with various departments internally and externally to ensure successful completion of tasks.
- Manage and coordinate the schedules of other executives as required.
-Assist in arranging meetings for India Director (location, attendees, equipment, food, layout etc.) and to take minutes as required.
3. Meeting Follow-Up:
- Take minutes and distribute minutes for quarterly trustee meetings and track timely completion of actions.
- Track action points and tasks resulting from meetings, ensuring that responsible parties meet their deadlines.
- Prepare and distribute meeting minutes and reports to relevant stakeholders.
4. HR Administrative Support (Global HR Team support):
• Coordinate recruitment efforts, schedule interviews, and assist with the candidate selection process. Support onboarding of new hires in India and off boarding of separating employees
• Support the management of employee benefits and employee events/off-sites etc.
• Assist in HR administrative activities, including but not limited to maintaining personnel records in the organisation’s HR Platform
• Coordinate with Global Admin teams on the maintenance of the IT asset register.
• Support recruitment activities by inputting into the Organisation Applicant Tracking system.
Note: This is a project-based role that requires Full-time On-site Hybrid support in Gurgaon for an initial duration of 2-3 months.
Skills Required
1. Proven experience of 5-8 years in office management, administrative support, and HR-related activities.
2. Graduate or postgraduate in any discipline.
3. Strong communication (both verbal and written), excellent organizational & time management skills and the ability to prioritise work efficiently.
4. Attention to detail and ability to handle sensitive and confidential information.
5. Problem-solving abilities and a proactive approach to tasks.
6. Proactive attitude, ability to be flexible, respond positively to change, work effectively under pressure and deal with conflicting priorities.
7. Understanding on operational processes and congenial interpersonal skills to ensure tasks are completed in a timely fashion.
8. Set a high standard of performance and visibly deliver to this standard.
9. Experience of providing excellent levels of customer care.
10. Strong team player but also able to work under own initiative and unsupervised.
11. Excellent IT skills, particularly Microsoft Office (Outlook, Word, Excel and PowerPoint).
12. Reliable, conscientious, and well organised.
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12 month(s)
5+ years 
On-Site
