EA and Admin support

2 months ago


navi mumbai, India Arcadis Full time

At Arcadis we focus on attracting, retaining and developing people who share our passion and commitment to improve quality of life. In return we offer you the opportunity to transform your world and the world around you, that could be through client work, upskilling yourself, championing equality and inclusion or getting involved in charity work, to name just a few. Our people value different perspectives, they care about the sustainability of our planet and dare to shape the future.


One of our core values is ‘people first’, and supported by our Lovinklaan foundation, we invest in you for the long term, to ensure you reach your full potential. You’ll have the opportunity to own your career and work on industry-defining projects, finding solutions to real challenges that make a difference to people’s lives. You’re encouraged to have a growth mindset and are given the space to develop personally and professionally, building a flexible career that works for you.


Job Summary:

The Executive Assistant (EA) will provide comprehensive administrative support to assigned senior leaders, ensuring the smooth functioning of their daily activities and contributing to the successful execution of key initiatives. This role requires exceptional organizational skills, attention to detail, and the ability to manage a variety of tasks efficiently in a virtual/remote setting.


Key Responsibilities:

  • Administrative Support: Provide comprehensive administrative support, including managing calendars, scheduling appointments, handling email and mail correspondence, and organizing documents and files.
  • Presentation & Report Preparation: Assist in the preparation of presentations and reports to company standards, including formatting, creating charts, and conducting data analysis in Excel.
  • Travel Arrangements: Handle travel logistics, including flight and hotel bookings, car rentals, train bookings, and completing expense reporting in a timely manner.
  • Document & Information Management: Maintain and organize documents using SharePoint, ensuring easy access and proper management of company information.
  • Project Support: Collaborate with senior leaders to support ongoing initiatives and projects, helping to track progress, ensure timely completion, and address any administrative needs.
  • Event & Meeting Coordination: Arrange virtual meetings, team events, and meetings with stakeholders. For in-person meetings, coordinate room bookings and venue arrangements with the FM (Facilities Management) team.
  • Purchase Orders & Approvals: Prepare purchase orders and manage the approval process, working with finance and procurement teams to ensure accuracy.
  • Interdepartmental Collaboration: Coordinate with other departments and team members to facilitate communication and the completion of cross-functional tasks.
  • Ad-Hoc Tasks: Undertake any other assigned tasks or special projects as directed by senior leadership.


Qualifications & Skills:

  • Proficiency in Microsoft Office Suite, particularly in Excel, PowerPoint, Word, and SharePoint.
  • Excellent organizational and time-management skills with the ability to handle multiple tasks simultaneously.
  • Strong attention to detail and problem-solving skills.
  • Ability to work independently in a virtual environment as well as part of a team.
  • Strong written and verbal communication skills.
  • Experience in travel management, event coordination, and handling confidential information.
  • Proactive attitude and the ability to anticipate needs.


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