Sr Administrative Assistant

3 weeks ago

gurugram, India Expedia Group Full time

Sr Administrative Assistant

Seeking a capable, experienced candidate who is self-motivated and energetic, and enjoys a fast-paced environment to join our team in a role providing support for Expedia's TPSP team based in Gurgaon. This role includes basic site functions, calendar management, travel arrangements to/from, coordination for visitors, meeting logistics, and planning events, while also providing administrative support such as supply management, employee onboarding and setup, and space management and office coordination. The right candidate will enjoy being part of a dynamic team, will seek out ways to connect and support others, and can navigate achieving results and solutions independently, through research and reaching out. You will be joining a supportive, cohesive team, and to that end, need to be a team player with a positive attitude. Sound judgment, the ability to maintain confidentiality, and being a good representative to internal and external contacts are all a must.

What you’ll do:

  • Provide administrative and clerical support to TPSP LT
  • Proactively take on assignments to stretch own capabilities and contributes to the overall team performance levels
  • Balance several projects and tasks simultaneously with minimal error and without losing track of important details or deliverables
  • Recognize inefficiencies in processes and make independent and scalable recommendations/changes to improve efficiency
  • Build strong relationships across the organization with internal and external stakeholders
  • Handle confidential information with integrity
  • Provide coverage for peers when absent (other admin across TPSP)
  • Execute tasks in a timely manner without being asked
  • Independently drive work to completion with minimal instruction
  • Track deadlines and follow-up with team members to ensure deadlines are successfully met
  • Manage daily schedules and set up personal appointments for executives
  • Support creation of presentations (e.g. PowerPoint)
  • Collect meeting agenda, minutes, and follow-up actions
  • Department and sitewide SharePoint maintenance
  • Maintain and support reward recognition programs
  • Maintain organizational charts
  • Provide departmental supply maintenance
  • Assist with new employee onboarding
  • Submit tool provisioning
  • Reset passwords as needed
  • Utilize basic information management tools such as SharePoint, Workday, Basecamp, etc.
  • Orchestrate logistics for team events and meetings (both onsite and offsite), including scheduling, agendas, catering, room setup, and room planning
  • Attend off-site meetings and take notes
  • Oversee and assist with event and morale planning (TPSP team and facility wide events)
  • Assist out of town TPSP visitors with lodging, transportation, meeting set up, focus groups, catering, and general coordination to ensure success of the visit
  • Coordinate all travel arrangements, including itineraries, flight check-in, transportation to and from airport, etc.
  • Track department budgets including morale, conference and training, supplies, and travel
  • Process and track invoices
  • Purchase order and asset tracking
  • Process expense reports for self and LT
  • Develop and maintain databases, data systems, and processes to support data management needs.
  • Gather, analyze, and interpret data to provide actionable insights and support decision-making processes.
  • Create and maintain regular and ad-hoc reports, dashboards, and presentations for internal stakeholders.
  • Collaborate with cross-functional teams to identify data requirements and ensure data integrity and accuracy.
  • Identify opportunities for process improvements and efficiency in data management and reporting processes.
  • Stay updated on industry trends and best practices in MIS and data management to continuously improve processes and systems.

Who you are:

  • 5-6 years of related clerical support experience
  • Ability to handle confidential materials and communications with discretion.
  • Ability to prioritize work tasks with limited oversight
  • Ability to follow detailed instructions on new assignments.
  • Take initiative to perform routine duties without instruction
  • Exercise sound judgement, tact, diplomacy, integrity, professionalism in all transactions
  • Thrives in a fast-paced environment
  • Calendar Management
  • Travel Coordination
  • Expense and Budget Tracking
  • Microsoft Office Proficiency
  • Organizational Skills
  • Communication Skills
  • Onsite/Offsite Event Facilitation and Support

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