Corporate Administrative Assistant

3 weeks ago

bangalore, India eJAmerica Full time

Job Summary: Join our dynamic team as an Administrative Assistant and contribute to the impactful IEEE Smart Village Program in India. We are looking for a highly organized, adaptable, and proactive individual with exceptional office management and prioritization skills.


Key Responsibilities:

  • Provide comprehensive support to the global IEEE Smart Village Senior Program Manager based in the United States.
  • Act as a liaison with the IEEE Philanthropy Manager located in India.
  • Facilitate daily operations and coordinate with IEEE volunteer members leading the Smart Village program both locally and internationally.

Requirements:

  • Advanced proficiency in:
  • Google Workspace (Gmail, Calendar, Docs, Sheets, Chat)
  • Microsoft Office Suite (Word, Excel, PowerPoint)
  • Virtual meeting platforms (Zoom, Google Meet, WebEx, MS Teams, Forms)
  • Familiarity with:
  • Contract execution via DocuSign
  • Financial management using NextGen
  • Project management on Smartsheet and Trello
  • Adobe Creative Suite (Acrobat Pro, Illustrator, InDesign)
  • Social media engagement (LinkedIn, WhatsApp, Facebook Messenger, SMS)
  • Canva for graphic design tasks
  • Desirable Attributes:
  • Willingness to travel internationally, with a valid passport.
  • Availability for work during December, respecting IEEE holiday schedule.
  • A minimum of 3- 5 yrs’ experience in corporate administration.
  • Prior involvement with NGOs or philanthropic organizations.
  • Open to active and fit retirees seeking full-time engagement.

Job Responsibilities:

As an Administrative Assistant for the Smart Village Program in India, you will play a pivotal role in the administration of diverse activities that drive our initiatives forward. Your collaborative efforts with the IEEE member volunteers of the South Asia Working Group (SAWG) will be crucial.

Core Duties:

  • Facilitate the Project Support Agreement (PSA) process with SAWG members and field developers, including submission, pre-clearance, and tracking.
  • Manage the annual insurance renewals and ensure all agreements are uploaded and compliant with IEEE’s conflict of interest policies.
  • Support the communication and marketing strategies for local fundraising activities and oversee the progress reporting of SAWG-led programs.

Financial Management:

  • Oversee the financial tracking of support provided to initiatives.
  • Assist with invoice processing, internal support transfers, and vendor relations.
  • Guide suppliers through the invoice submission process and train volunteers on the Concur system.
  • Contribute to the financial closing procedures at the end of the fiscal year for the Smart Village India program.

Administrative Oversight:

  • Maintain program asset records and manage logistics for India-based meetings and conferences.
  • Reconcile event-related expenses and curate the Smart Village Google Drive structure.
  • Ensure the archival system is well-organized and up-to-date.

Qualifications - External

  • Proficient in English, with excellent verbal and written communication skills for global interaction.
  • Bachelor’s degree or equivalent professional experience in administrative roles.
  • A minimum of 3- 5 yrs’ experience in corporate administration.

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