Office Administration

Position Responsibilities:

Establishes and maintains effective working relationships with internal and external customers, co-workers and peers, while maintaining the highest level of confidentiality with sensitive information and while working under tight and often competing deadlines

Provides administrative support to leadership, visitors and other team members as needed.

Proactively manages Outlook calendars and virtual resource tools to support appointments, meetings, events and business travel.

Coordinates and reconciles schedule conflicts with multiple executives, managers, customers, partners and suppliers.

Ensures conference room resources are maintained and available. Sets up Teams and teleconferences as needed.

Coordinates and makes domestic and international business travel arrangements, and monitors on-going logistics for all designated business travelers.

Plans and implements logistics for internal/external events and meetings such as employee meetings, workshops, conferences, leadership events and customer meetings.

Assists management to ensure timely and accurate compliance to Travel Policies; e.g., collect travel receipts (scanning, follow-up), reconcile / verify payments to corporate credit card charges.

Provides assistance to follow-up/ Co-ordinate with vendors, and for payments, e.g., for office purchases, and expenses related to events.

Provides assistance to create, edit and maintain electronic and written communication such as memos, reports, presentations, flow charts, and organization charts.

Provides assistance to collect, compile and maintain data/information on action items, matters requiring follow-up, and provide visibility of status to stakeholders.

Provides assistance to maintain web sites and SharePoint site as needed.

Teams with others to provide seamless support for the organization. Coordinates area requirements with other office administrators.

Provides back-up support to the front office/other OAs as required by management.

Works outside of normal business hours on occasion to support statement of work.

Supports other activities or special projects as required by management.

Basic Qualifications (Required Skills/Experience):

Possesses excellent communication skills.

Any Diploma or Degree is required with experience of at least 5 years as an office administrator; the successful candidate will have extensive experience working with senior managers and executives, at an MNC. Freshers, with the correct aptitude and abilities can also be considered.

Excellent English language skills (written and oral), the ability to build strong relationships, and manage multiple tasks effectively.

Strong organizational & time management skills, and the ability to work cooperatively as a team member.

Proficient in the use of Microsoft Office latest tools, including Word, PowerPoint, Excel and Outlook.

Positive and proactive working attitude, and high ethical and integrity standards.

Ability to learn and apply new skills, such as Boeing specific processes and software tools.

Ability to work under limited supervision; methodical and thorough with a focus on detail and completion of tasks.