Administrative Assistant

3 weeks ago

Hyderabad India Xemplar Insights Full time

Job Description

Job Description: Administrative Assistant

Position Summary

We are seeking an experienced and highly organized Administrative Assistant with a minimum of 5 years of professional administrative experience. This individual will play a pivotal role in supporting our legal, client (portfolio company), and vendor operations by ensuring that documentation, communications, and processes are managed with precision and confidentiality. The successful candidate will demonstrate exceptional organizational skills, attention to detail, and the ability to thrive in a fast-paced, professional environment.

Key Responsibilities

- Document & Records Management: Organize, maintain, and archive client (portfolio company), legal, and vendor-related documentation to ensure accessibility, compliance, and audit readiness.
- Meeting Administration: Provide comprehensive logistical and administrative support for internal and external meetings, including scheduling, agenda preparation, distribution of materials, notetaking, and tracking of follow-up actions.
- Operational Tracking & Reporting: Maintain and regularly update operational trackers and reporting tools to support project management, monitoring, and governance activities.
- Vendor & Service Provider Coordination: Compile, maintain, and update vendor directories, rate sheets, and summaries of legal and professional service providers.
- Administrative Communications: Manage administrative communications, including follow-up correspondence, email coordination, and the timely fulfillment of document and information requests.

Qualifications & Experience

- Bachelors degree in Business Administration, Management, or a related field (preferred).
- Minimum 5 years of administrative experience, ideally within a corporate, legal, or professional services environment.
- Demonstrated expertise in document management, meeting coordination, and operational support.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with document management systems.
- Excellent written and verbal communication skills.
- High degree of discretion in handling sensitive and confidential information.
- Strong interpersonal skills with the ability to work effectively across teams and with external stakeholders.
- Proven ability to manage multiple priorities, meet deadlines, and deliver high-quality outcomes under minimal supervision.

What We Offer

- An opportunity to contribute to a high-performing and professional team environment.
- Exposure to client, vendor, and legal operations with opportunities for skill enhancement.
- A collaborative and supportive workplace where precision and professionalism are highly valued.

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