Executive Administrative Assistant

4 weeks ago

Gurgaon, Haryana, India ReNew Full time
Job Description

Location: Gurugram, Head Office

Experience: 5+ Years

Key Responsibilities :

1. Calendar, Travel & Expense Management

- Manage and coordinate complex calendars across time zones
- Plan and organize domestic and international travel, including itinerary planning, bookings, visa processing, and logistics
- Handle expense claims, reimbursement submissions, and budget tracking
- Ensure accurate and timely record-keeping for audit purposes

2. Meeting & Event Coordination

- Schedule and coordinate internal and external meetings, including logistics and venue arrangements
- Prepare agendas, take detailed meeting notes (MOMs), and maintain recordings of virtual meetings
- Follow up on action items from meetings to ensure timely completion
- Support the organization of team events, workshops, offsites, and corporate gifting

3. Communication & Documentation

- Prepare and edit team presentations, decks, event materials, press releases, and manuals
- Maintain a comprehensive contact database for managers and external stakeholders
- Manage internal communications and assist with executive correspondence

4. Vendor & Procurement Support

- Coordinate vendor onboarding and documentation
- Create and manage Purchase Orders (POs)
- Follow up on vendor payments and maintain related records
- Maintain organized documentation for bills, invoices, and procurement activities

Qualifications & Skills:

- Minimum of 5 years of experience in executive assistance, administration, or operations roles
- Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (Zoom, Teams, etc.)
- Strong organizational skills with keen attention to detail
- Excellent written and verbal communication skills
- Ability to manage multiple priorities and work independently in a fast-paced environment

Preferred Attributes:

- Prior experience supporting senior leadership or cross-functional teams
- Exposure to procurement systems and vendor management processes
- Discretion in handling confidential information
- High degree of professionalism and interpersonal skills

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