Admin Associate

Job Description

Role Overview

The Shared Services Specialist will provide comprehensive administrative operational and project coordination support to the PM & OE Center (DHH India). This hybrid role requires strong organizational skills stakeholder management capabilities and the ability to handle endtoend operational processes with efficiency.
The ideal candidate will have prior experience in administrative management project coordination and cross-functional stakeholder engagement.

Key Responsibilities

Administrative & Operational Support

• Deliver high-quality administrative support to the PM & OE Center leadership and broader DHH team.
• Manage calendars meetings documentation records and internal communication processes.

Event Management & Vendor Coordination

• Plan coordinate and execute internal events engagement sessions workshops and leadership visits.
• Liaise with vendors for logistics supplies hospitality and other operational requirements.
• Manage end-to-end vendor onboarding invoice processing and contract tracking.

Travel & Logistics Management

• Coordinate domestic and international travel arrangements for DHH team members.
• Manage travel supports requirements including bookings approvals itineraries and reimbursements.

Stakeholder Communication & Collaboration

• Facilitate seamless communication across DHH leadership teams enabling functions and global stakeholders.
• Ensure timely dissemination of updates actions and project information.

DL (Distribution List) Management & Updates

• Maintain and regularly update organizational distribution lists and access groups.
• Ensure accuracy compliance and relevance of shared access.

Hospitality & Office Management

• Oversee hospitality arrangements for visitors leadership meetings and events.
• Support facility coordination workspace readiness and operational upkeep.

Partnership with Enabling Functions

• Collaborate closely with HR Finance IT Facilities and Procurement for day-to-day operational needs.
• Help streamline shared processes and improve service efficiency.

TierII Support (Travel & Accommodation)

• Provide enhanced support for escalations or complex travel and accommodation needs.
• Act as the point of contact for VIP or urgent travel operations.

Workforce Planning & Roster Management

• Support workforce scheduling shift/roster creation and optimization.
• Monitor utilization adherence and operational capacity metrics.

Skills & Competencies

Technical & Functional Skills

• Strong administrative management and project coordination experience.
• Proficiency in MS Office (Excel PowerPoint Outlook) and collaboration tools.
• Experience with travel systems vendor management and workflow tools.

Behavioral Competencies

• Excellent verbal and written communication skills.
• Strong stakeholder management and interpersonal skills.
• High attention to detail and strong organizational ability.
• Problem-solving mindset with ability to work independently and in teams.
• Ability to multitask and manage competing priorities effectively.

Education

• Bachelors degree in business administration Management or related field (preferred).
• Additional certifications in office administration project coordination or PMO support are a plus.

Required Skills:

Preferred Skills:

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Relocation:

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