Administrative Assistant 3

Job Description:

Are you an optimistic proactive problem-solver with strong judgment and exceptional attention to detail Do you thrive in fast-paced dynamic environments and enjoy enabling leaders managers and teams to do their best work

If you bring a growth mindset agility and a passion for operational excellence this is the role for you. We are seeking a Business Administrator to support the Office India. This role plays a critical part in driving operational rigor supporting executives and employees and creating a seamless experience for the broader team.

Responsibilities

Rhythm of Business
Drive and support team rhythms in partnership with leadership including all-hands meetings town halls leadership reviews and technical/business reviews (execution marketing and metrics)
Ensure meetings and cadences are well-organized timely and effective

Business Operations
Proactively manage budgets accounting processes procurement planning and vendor relationships
Partner closely with cross-functional teams such as Real Estate & Facilities (RE&F) HR Finance and Procurement
Identify opportunities to improve operational processes and implement scalable solutions
Stay current on policy changes and ensure compliance through strong operational hygiene and clear guidance to the team

Executive Support
Provide end-to-end support for executives including calendar management travel planning expense reporting and meeting logistics
Coordinate schedules and logistics for internal and external executive visits across globally distributed teams
Anticipate leadership needs and enable executives to operate at maximum effectiveness

Team Support & Events
Plan and execute team events off-sites and morale-building activities managing all end-to-end logistics
Act as a trusted point of contact for administrative needs such as purchase orders expense verification internal tool updates and procurement of gifts awards and mementos
Stay connected to team sentiment anticipate needs and respond quickly while ensuring adherence to corporate policies

New Hires & Workforce Planning
Ensure new hires are fully set up and productive from day one by proactively managing access hardware IDs and relocation logistics as needed
Maintain organizational distribution lists org charts and reporting structures
Serve as the single point of contact for onboarding and exit processes and related formalities
Partner with intern program owners HR and managers to support the intern program by coordinating onboarding/offboarding logistics supporting intern events and demos and helping ensure program requirements and timelines are met

Asset Management
Track and manage all physical assets for the team including procurement inventory and distribution in accordance with company policy
Support secure device and asset management including SAW device ordering tracking and coordination in compliance security policies.

Qualifications
Proven experience as an Administrative Assistant or Business Administrator supporting business operations for teams of 100 employees
Experience managing rhythm-of-business cadences executive visits team events vendor relationships procurement and asset management
Strong organizational skills sound judgment attention to detail and the ability to operate independently in a fast-paced environment