JOB DESCRIPTION:
As a Document Specialist, you will be actively working and contributing to the following areas:
- General Administration & Executive Assistance (30%)
- Organizing documents maintaining records relevant policies, agreements, and BU communications.
- Help prepare strategic drafts and final PPTs for executives (Site Head, Directors, DVPs etc.)
- Prepare and send important documents, legal, financial and ops planning etc.
- Manage the communications, expense claims & executive assistance for DVP/Director/Site Head
- Day To Day Operations (20%)
- Manage policy documents and all internal communications such as holiday, food, etc.
- Monthly Bills and Invoices, Petty cash, Agreements, and maintenance as per schedule
- Office Management & manage Contract Employees at site e.g., Housekeeping, security etc.
- Process creation and improvement for daily small ad hoc and repeating work
- Manage employee database, org charts, profiles, etc.
- Office event co-ordinations, Logistics and Visitor Management (20%)
- Vendor Coordination, creations in systems, document uploads etc.
- Coordination for all internal events/ team offsite/ Visitor management at site - agenda preparation, logistics planning, budget estimation etc.
- Engage with cross-functional team for meetings.
- Project delivery schedule, task trackers & scope management
- Stakeholder management, Risk Management
- Budget, cost management, MIS (if applicable), Templates for standardizations
Qualifications
- A Bachelor's degree in Science or Commerce
- At least 3+ Years of experience in supporting as an Executive Assistant or Administrative Assistant or PMO for a mid-large size organization and help in managing team dynamics, promoting cohesive culture of collaboration, identify efficiency areas and saving time for key managerial personnel
- Experience in prompt and correct processing of invoice, bills and monitoring and updating agreements, amendments, and other documentations to safeguard company's interest and liabilities
- Experience working with Finance, Procurement, Legal, Facilities team, Housekeeping, Security, and other administrative and liaison with operations support functions (IT, OEC, BHR, TAG)
- Understanding of project management lifecycle and methods used to track diverse types and small, medium, and large duration projects
- Strong Negotiation and Influencing skills combined with oral and written communication
- Critical thinking skills, and ability to effectively lead, collaborate and communicate across diverse group of stakeholders (scientific, technical, operational) and prioritize tasks
- Master's in Business Administration (Finance, Strategy or Operations or General Management)
- 5+ years relevant secretarial work experience in a Life sciences and Healthcare Company and/or IT, Data Analytics
- Experience managing or tracking projects and supplying quick meeting notes and action items to the team in a crisp and concise manner
- Experience establishing and managing relationships with external stakeholders, vendors
- Expertise working with Finance, Procurement, Legal and Administration and Facilities team
The base pay for this position is
N/A
In specific locations, the pay range may vary from the range posted.
JOB FAMILY:
Administrative Support
DIVISION:
CRM Cardiac Rhythm Management
LOCATION:
India Mumbai : BKC Building
ADDITIONAL LOCATIONS:
WORK SHIFT:
Standard
TRAVEL:
Not specified
MEDICAL SURVEILLANCE:
Not Applicable
SIGNIFICANT WORK ACTIVITIES:
Continuous sitting for prolonged periods (more than 2 consecutive hours in an 8 hour day)
