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Administrative Assistant

3 weeks ago

India Alien Technology Transfer Full time

We are looking for a highly organized, proactive, and experienced
- **Administrative Assistant** to support our Administrative Department. Ideally, you will be degree educated, be a self-starter and thrive working under pressure.**DUTIES AND RESPONSIBILITIES**Proactively schedule and coordinate meetings involving senior-level internal and/or external participants and tracking attendance;-
Gathering/preparation of briefing packs in advance of meetings;-
- Taking meeting minutes;-
- Preparation of periodic reports;-
- Management of payments to suppliers and employees;-
- Ensuring compliance of transactions with accounting principles;-
- Understanding of invoices and contract terms;-
- Client profiling;-
- Check Eligibility Forms ensuring that Clients are eligible for SBIR/STTR Programs (as per guidelines provided);-
- Check the Registration Forms and information there included (as per the guidelines provided);-
SAM, eRA commons, Grants.gov, SBIR.gov, Research.gov registrations, and any other registration required by SBIR/STTR Programs;-
- Management and Control of the Mailbox;-
- Check credentials (Usernames/passwords) regularly;-
- Maintain SBIR registration files;-
- Call clients (as and when needed);-
- Call websites helplines (as and when needed);-
- Final password check and preparation of proposals submissions for Project Managers;-
- Monitoring of submissions status and reporting to Project Managers;-
- Support to the Alien Sbir Team and/or the Clients with registration-related issues.**JOB REQUIREMENTS**- Bachelor's Degree:Fluency in English is a must;-
Minimum of 1 year of experience as an Administrative Assistant;-
Experience in coordinating international and complex logistic schedules;-
Experience in customer care (dealing with clients) and/or accounting experience will be a plus.**SOFT SKILLS REQUIRED**Confident self-starter who can work under pressure, using their own initiative and with the drive to work to aggressive deadlines and to see tasks through to completion;-
- Friendly, switched on, super organised, and accountable being able to think ahead and through problems;-
- Professional in their manner, maintaining diplomacy and confidentiality in communicating highly sensitive and highly contentious information with people of all levels within the company and elsewhere;-
- Ability to work effectively at all levels of an organization and build strong relationships with team members, managers, and senior executives in multiple locations;-
- Advanced level IT skills (Word, PowerPoint, Excel, Gmail, Google Calendar, Google Drive, PowerPoint) and fluent in both Windows and Apple operating systems;-
- Be readily available to support individual schedules as required including managing of inbox, complex diaries and travel arrangements globally.