Admin/travel Desk Assistant

2 weeks ago

Delhi Delhi, India Wadhwani AI Full time

**SUMMARY**

The Admin/Travel Desk Assistant is responsible for providing administrative support and managing travel-related activities within the organization. This role ensures smooth office operations, efficient coordination of travel arrangements, and compliance with organizational policies. The Admin/Travel Assistant also serves as a liaison between departments,employees, and external service providers.

**Location - Delhi**

Wadhwani AI is a nonprofit institute building and deploying applied AI solutions to solve critical issues in public health, agriculture, education, and urban development in underserved communities in the global south. We collaborate with governments, social sector organizations, academic and research institutions, and domain experts to identify real-world problems, and develop practical AI solutions to tackle these issues with the aim of making a substantial positive impact.

We have over 30+ AI projects supported by leading philanthropies such as Bill & Melinda Gates Foundation, USAID and Google.org. With a team of over 200 professionals, our expertise encompasses AI/ML research and innovation, software engineering, domain knowledge, design and user research.

In the Press:

- Our Founder Donors are among the Top 100 AI Influencers
- G20 India’s Presidency: AI Healthcare, Agriculture, & Education Solutions Showcased Globally.
- Unlocking the potentials of AI in Public Health
- Winner of the H&M Foundation Global Change Award 2022
- Sole Indian Winners of the 2019 Google AI Impact Challenge, and the first in the Asia Pacific to host Google Fellows

**ROLES AND RESPONSIBILITIES**

1. Administrative Support
- Oversee office operations, including facilities management and maintenance.
- Manage office supplies and equipment inventory.

2. Travel Coordination
- Arrange travel for full time employees, consultants and interns, including booking flights, accommodations, and transportation.
- Ensure all travel details are communicated to travelers.
- Maintain a database of travel-related activities for reporting and analysis.
- Ensure all travel arrangements comply with budgetary and policy guidelines.

3. Vendor and Stakeholder Management
- Liaise with travel agencies, hotels, and transportation providers to negotiate terms and ensure quality service.
- Address any issues related to bookings or travel services promptly.
- Maintain relationships with vendors and service providers to ensure consistent service quality.

4. Policy Compliance and Reporting
- Ensure adherence to the organization’s travel and administrative policies.
- Monitor and report on travel expenses and trends for management review.
- Update and disseminate travel policy changes to full time employees, consultants and interns.

5. Coordination and Problem-Solving
- Handle last-minute changes in travel plans, including cancellations and rescheduling.
- Act as the primary point of contact for travel-related emergencies or issues.

**REQUIREMENTS**
- Education: High school diploma or equivalent; a degree or diploma in Business Administration, Hospitality, or a related field is a plus.
- Experience: 1-2 years in administrative or travel coordination roles.

**Skills**:

- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with travel booking platforms and expense management systems.
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- Attention to detail and problem-solving skills.

Key Competencies
- Customer Service Orientation: Provide prompt and professional support to employees and stakeholders.
- Time Management: Handle multiple tasks efficiently to meet deadlines.
- Adaptability: Quickly adjust to changes in schedules or priorities.
- Negotiation Skills: Secure favorable terms with vendors and service providers.
- Confidentiality: Maintain discretion when handling sensitive travel and administrative information.

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