Executive Administrator

We are seeking a highly skilled and organized professional to serve as an Executive Assistant. This individual will play a pivotal role in supporting our team by managing administrative tasks, facilitating communication, and maintaining office operations.

• Key Responsibilities:
• General Administration & Office Management:
• • Oversee daily administrative tasks to ensure smooth institutional operations
• • Handle correspondence, emails, phone calls, and official communication
• • Maintain office supplies, equipment, and infrastructure
• • Manage documentation, filing systems, and digital records
• Procurement & Purchase Coordination:
• • Identify and evaluate suppliers based on quality, price, and delivery timelines
• • Obtain and compare quotations from multiple vendors for cost-effective purchasing
• • Issue purchase orders (POs) and track their approval process
• • Ensure timely procurement of office supplies, equipment, and required materials
• AMC Planning & Vendor Coordination:
• • Identify equipment, machinery, and services requiring maintenance contracts
• • Research, evaluate, and finalize service providers for AMC agreements
• • Negotiate contract terms, pricing, and service-level agreements (SLAs)
• • Maintain strong relationships with vendors and service providers
• Planning & Coordination of Renovation and New Projects:
• • Assess infrastructure requirements and propose renovation or new project plans
• • Coordinate with architects, contractors, and engineers for project execution
• • Ensure projects align with company goals, safety standards, and compliance
• • Create timelines, allocate resources, and oversee project milestones
• Contract Renewal and Car Insurance Management:
• • Maintain a database of contracts, including vendor agreements, service contracts, and AMCs
• • Track contract expiration dates and set reminders for renewals
• • Ensure proper documentation of contract terms, conditions, and obligations
• • Maintain records of company-owned and leased vehicles along with their insurance details
• • Track insurance expiry dates and ensure timely renewal to avoid lapses
• • Compare policies and negotiate best rates and coverage with insurers
• Event & Meeting Coordination:
• • Arrange logistics for guest lectures, corporate events, industrial visits, seminars
• • Coordinate graduation ceremonies, annual functions, and sports activities
• • Facilitate all Beyond Education program activities both on campus and off-site
• • Organize event setups including sound/lights, food, print materials, and stationery
• • Set up sports facilities (badminton, football, volleyball) and purchase sports equipment as needed
• Finance and Budgeting Support:
• • Assist in budget planning, expense tracking, and financial documentation
• • Handle invoices, and payment processing
• • Manage petty cash, procurement records, and reimbursements
• • Work with the finance department for audits, fund allocations, and expense approval
• Facility & Infrastructure Management:
• • Ensure classrooms, seminar halls, and office spaces are well-maintained
• • Supervise cleaning staff, security personnel, and facility teams
• • Work on improving campus facilities, ensuring accessibility and convenience for students and faculty
• • Monitor infrastructure-related complaints and coordinate maintenance work
• • Manage hostel, transport, and cafeteria operations
• Reporting and MIS:
• • Prepare monthly, MIS, and statutory reports
• • Handle regular vendor payments
• • Maintain records for cars, generators, photocopiers, stationery, tea/coffee, and visitor logs
• Crisis Management & Emergency Handling:
• • Implement emergency protocols for medical, fire, or security incidents
• • Maintain emergency contacts and coordinate quick response actions
• • Ensure students and staff are informed about safety policies and evacuation plans