Admin Executive

Job Objective

The Business Support and Admin Executive will provide comprehensive administrative and business support to the ERM Global Capability Center, supporting senior leadership and ensuring smooth operations. This role plays a critical part in managing scheduling, coordinating travel and transportation, and ensuring effective shift operations, including overseeing the coordination of cabs and security services for multiple shifts in Gurgaon. The role also focuses on facility management, employee engagement, event coordination, financial oversight, and cross-functional collaboration, while handling executive-level communications.

Key Accountabilities & Responsibilities

Responsibilities include (but not limited to):

- Executive Support:
Manage senior leadership’s calendars, scheduling meetings, and resolving conflicts. Provide timely and organized support for senior leaders at the ERM Global Capability Center.
- Business Support & Coordination:
Serve as a key contact for the leadership team, coordinating tasks across departments and facilitating communication between business functions. Track deliverables, follow-up actions, and operational tasks.
- Cab & Security Coordination for Shifts:
Play a key role in scheduling and managing transportation (specifically cabs) and coordinating security services required for multiple shifts in Gurgaon. Ensure smooth and safe shift operations by managing schedules and resolving logístical challenges.
- Facility and Safety Management:
Oversee the safe and efficient operation of the office, ensuring compliance with health, safety, and environmental standards. Coordinate with building management and service providers to address facility-related concerns and maintain a productive workspace.
- Employee Engagement & Event Management:
Plan and execute team-building activities, employee recognition programs, and center-wide events. Ensure that these events align with the organization’s culture and engagement goals. Coordinate both corporate and recreational events, handling all logistics (e.g., accommodations, meals, entertainment).
- Travel & Expense Management:
Arrange travel logistics for senior executives and team members, including flight, hotel, and transportation bookings. Manage travel itineraries and oversee the processing of expense reports, ensuring adherence to company policies.
- General Office Administration:
Manage office operations, including maintaining supplies, managing office communication systems, and ensuring the smooth running of day-to-day administrative tasks.
- Vendor Relationship Management:
Develop and manage relationships with vendors and service providers. Ensure compliance with service agreements related to transportation, security, and facility management.
- Expense & Budget Tracking:
Monitor and track event and travel expenses, ensuring that all expenses align with budgetary guidelines. Handle petty cash and other financial processes related to administrative operations.

Job Requirements & Capabilities

Qualifications:

- Bachelor’s degree or equivalent experience preferred.
- 5+ years of experience in an executive support or administrative role, preferably in a global or matrixed organization.
- Experience in travel coordination, event planning, and executive communications.
- Ability to work 2nd shift
- In-office during onboarding, then transition to hybrid (3 days/week)
- Flexibility to adjust work hours to meet the needs of senior executives and team operations.

Job specific capabilities/skills:

- Exceptional verbal and written communication skills, capable of interacting professionally with internal and external stakeholders at all levels.
- Proven experience in managing confidential and sensitive information with discretion.
- Strong organizational skills with the ability to prioritize and manage multiple tasks simultaneously.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint) and other productivity tools.
- Ability to work autonomously and as part of a collaborative team to achieve organizational goals