Administration Assistant

2 days ago

Vadodara, Gujarat, India Columbia Machine Engineering Full time ₹ 9,00,000 - ₹ 12,00,000 per year

We are seeking a highly skilled Administrative Assistant with exceptional proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Teams to provide high-level administrative and operational support. This role requires someone with professional maturity, the ability to handle sensitive and confidential information, and strong organizational and communication skills.

The Administrative Assistant will work closely with our US-based Executive Assistant to support executive-level leadership, manage complex calendars, prepare high-quality documents and presentations, coordinate cross-functional projects, and maintain accuracy in data and reporting. This position will require signing a Non-Disclosure Agreement (NDA) to ensure confidentiality.

Key Responsibilities

1. Calendar & Time Management

  • Manage complex, multi-time-zone calendars for senior leadership.
  • Schedule and coordinate meetings across global regions, balancing priorities and resolving conflicts.

2. Communication & Coordination

  • Draft, edit, and format professional emails, memos, and presentations for internal and external stakeholders.
  • Coordinate with business units, vendors, and partners to ensure timely follow-up.
  • Screen and prioritize inbound requests, ensuring prompt and appropriate responses.
  • Handle sensitive financial and business information with strict confidentiality.

3. Meeting & Event Support

  • Prepare briefing materials, summaries, and talking points for meetings.
  • Track and follow up on action items to ensure decisions are implemented.
  • Organize meeting agendas and distribute relevant documentation in advance.

4. Project & Workflow Management

  • Support strategic initiatives by tracking progress, deadlines, and deliverables.
  • Liaise with Legal, HR, and Accounting teams for cross-functional projects.
  • Utilize project management tools to monitor tasks and coordinate across regions.

5. Financial & Administrative Support

  • Prepare, review, and format high-quality presentation decks, financial reports, and briefing documents.
  • Ensure materials are visually consistent, error-free, and aligned with corporate branding.
  • Review data for accuracy and integrity before submission.
  • Customize presentations and reports to suit audience needs.

6. Data & Reporting Support

  • Perform accurate and efficient data entry across multiple systems.
  • Track and report key performance indicators (KPIs), preparing summaries and visual reports for leadership.
  • Conduct time entry reconciliation to ensure compliance and accuracy.
  • Identify and purge duplicate entries to maintain clean, reliable datasets.

Required Skills & Qualifications

  • Advanced proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Teams (super-user level).
  • Minimum of 5+ years in an executive or senior administrative support role.
  • Strong background in data entry, reporting, and reconciliation tasks.
  • Exceptional organizational skills with the ability to manage multiple priorities in a fast-paced environment.
  • Strong written and verbal communication skills in English.
  • Experience handling highly confidential information with discretion.
  • Ability to work independently and collaboratively across time zones.
  • Professional demeanor and high emotional intelligence.
  • Strong attention to detail, accuracy, and follow-through.

Preferred Qualifications

  • Experience working with US-based executives or in a multinational organization.
  • Background in preparing executive-level financial or operational reports.

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