Executive Assistant & Administration
Gurgaon, Haryana
Administration – Administration /
Full-time /
On-site
General
This role is responsible for performing all the secretarial, PAN India office administration duties and management of India travel desk and events.
Responsibilities
Executive Assistant - Providing secretarial assistance to the Managing Director
a) Manage calendar and set up meetings, appointments, and events, take minutes during meetings and follow up on action items.
b) Provide administrative support by preparing and handling correspondence, reports, and presentations.
c) Act as the point of contact among senior managements, employees, clients and other external partners
d) Claim Management for the MD and monitor expense of direct reports of MD.
e) Collaborate with offices of other cargo-partner countries including other executive assistants and team members to ensure smooth operations.
Administration – Manage and oversee PAN India office Administration
f) Organizing Company events, conferences, meetings.
g) Oversee day-to-day office operations, including maintaining office supplies, equipment, facilities and courier,
h) Provide high level administrative support involving efficient management of Lease rentals, facility upkeep, office equipment, housekeeping, office administration and employee health and safety.
a) Ensure accuracy of the data, analyse the admin costing, work towards minimizing operational expenses/ costs.
b) Procurement of materials, consumables, equipment and maintain optimum stocks of the same. Printing of company diary, calendar, Employee ID card, certificates etc. Ensure that the defined process is followed for procurement
c) Procurement and distribution of gifts to employee and customers
d) Coordinate the admin arrangements for periodic employee engagement activities.
e) Manage company watsapp group as admin
f) Regular employee birthday and work anniversary greetings
g) Monthly provisions to Account for Admin Services within stipulated timelines
h) Review and monitor administration costs, and work towards reducing the same. Submission of bills to accounts on timely basis every month
i) Project Management: Facilitate the office opening/movement/ closure by a) Negotiating with the Estate agent/broker b) Identifying and coordinating with the Architect c) Liasioning for licences for telephone connection, registration of property etc.
j) Maintain internal phone directory
k) Maintaining data related to QHSE and regular entry in Sulytics tool.
Travel Desk – PAN India Travel Arrangement ( for India and Overseas)
l) Make travel and accommodation arrangement for employees and visitors.
m) VISA and Forex arrangements for employees travelling overseas.
Ensure all travel requests are through BTR and the bookings and expense are within the company policy.
EDUCATION
- Mandatory - Graduate in any discipline
- Preferred – Diploma in Secretarial and office administration
EXPERIENCE AND SKILLS
- 3-4 years of experience in office administration and executive assistant or similar role
- Excellent written and verbal communication skills
- Strong executional skills and time-management skills.
- Strong interpersonal abilities.
- Proficiency in MS Office suite, calendar management tools and other computer tools required to efficiently deliver the responsibilities.
- Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
- High level of integrity and ability to handle confidential information.
- Flexibility and adaptability to changing priorities.
Company Introduction:
For over 40 years, cargo-partner has flourished in the logistics industry, delivering unparalleled service to our clients worldwide. We have now embarked on another journey and to continue our commitment for excellence, we have now joined the Nippon Express Group which will now underpin all the values we constantly aspire to achieve, now becoming a top 5 global player. As an end to end info logistics provider, we pride ourselves on offering a comprehensive portfolio of air, sea, land transport, and warehousing services.
With a unique focus on information technology and supply chain optimization, we empower businesses to thrive in today's fast-paced world. Join our dynamic team, where innovation meets passion and every voice is valued. Embark on a journey where your skills are nurtured, creativity is celebrated, and together, we take pride in making a difference.
Discover more about our Mission & Vision. Dive into a world of endless opportunities and embark on the cargo-partner journey with us.
cargo-partner is an equal opportunity employer. We celebrate diversity and are committed to creating an environment where all employees feel valued and respected. We do not discriminate on the basis of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, or any other legally protected characteristics. We welcome and encourage applications from all individuals, regardless of background.
Explore endless opportunities and leave your mark with us." #JoinUs #Logistics #workingdigital #Teamwork #cargopartner #wow Ready to get things moving? Join our team!
Learn about Life at cargo-partner here.
View our Privacy Policy.
