Executive Assistant and Administrative Support Specialist

6 days ago


Navi Mumbai, Maharashtra, India Arcadis Full time
About the Role

At Arcadis, we're committed to attracting, retaining, and developing talented individuals who share our passion for improving quality of life. As an Executive Assistant and Admin Support Specialist, you'll play a critical role in supporting our senior leaders, ensuring the smooth functioning of their daily activities, and contributing to the successful execution of key initiatives.

Key Responsibilities
  • Administrative Support: Provide comprehensive administrative support, including calendar management, scheduling appointments, handling email and mail correspondence, and organizing documents and files.
  • Presentation and Report Preparation: Assist in preparing presentations and reports to company standards, including formatting, creating charts, and conducting data analysis in Excel.
  • Travel Arrangements: Handle travel logistics, including flight and hotel bookings, car rentals, train bookings, and completing expense reporting in a timely manner.
  • Document and Information Management: Maintain and organize documents using SharePoint, ensuring easy access and proper management of company information.
  • Project Support: Collaborate with senior leaders to support ongoing initiatives and projects, helping to track progress, ensure timely completion, and address any administrative needs.
  • Event and Meeting Coordination: Arrange virtual meetings, team events, and meetings with stakeholders. For in-person meetings, coordinate room bookings and venue arrangements with the FM team.
  • Purchase Orders and Approvals: Prepare purchase orders and manage the approval process, working with finance and procurement teams to ensure accuracy.
  • Interdepartmental Collaboration: Coordinate with other departments and team members to facilitate communication and the completion of cross-functional tasks.
  • Ad-Hoc Tasks: Undertake any other assigned tasks or special projects as directed by senior leadership.
Requirements and Qualifications
  • Proficiency in Microsoft Office Suite, particularly in Excel, PowerPoint, Word, and SharePoint.
  • Excellent organizational and time-management skills with the ability to handle multiple tasks simultaneously.
  • Strong attention to detail and problem-solving skills.
  • Ability to work independently in a virtual environment as well as part of a team.
  • Strong written and verbal communication skills.
  • Experience in travel management, event coordination, and handling confidential information.
  • Proactive attitude and the ability to anticipate needs.

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