Administrative Assistant

1 week ago

Delhi India JLL Full time

Job Description Role Administrative Assistant Purpose of the Role The Administrative Assistant will be needed within the office five days a week and will provide operational and logistical support to India Directors and broader team. This role is integral to ensuring smooth day-to-day functioning of administrative processes, including expense management, travel coordination, event logistics, and general administrative support. The position requires a proactive, detail-oriented individual who can anticipate needs, manage multiple priorities, and maintain confidentiality. Key Responsibilities Expense Management - Accurately process and submit expense claims & invoices for India Directors using Client's Certify system ensuring compliance with client's financial policies and documentation standards. - Follow up to ensure invoices are shared timely and resolve discrepancies promptly. - Assist team members with Certify-related queries and provide basic training/support. Travel & Logistics - Act as the single point of contact for the India team on travel, liaising effectively with local and global travel partners. - Arrange domestic and international travel, accommodation, and ground transport for Client's India Directors (and their team on adhoc bases if needed) and visitors, ensuring compliance with Client's travel policy and budget approvals. - Coordinate visa applications, travel insurance, and work with the respective team admin to support on the itinerary as needed. - Manage travel-related reporting, including carbon footprint data, as required. Event Management - Support planning and execution of internal and external events, including workshops, offsites, celebrations (in office and externally) coordinating venue bookings, catering, AV setup, and other logistics. General Administrative Support- - Maintain and update contact list, subscription list, Photo database & other records as required for the India office. - Work as a team in close collaboration with other EAs and local office management to support smooth running of the office infrastructure, including assisting with high workloads and when there are absences. - Provide support on adhoc administrative requests and projects as needed.

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