Administrative Assistant II

Holiday Inn Club Vacations; Bengaluru; On-site; INR 260,000 - 420,000; Full time

Job summary

Holiday Inn Club Vacations is seeking an Administrative Assistant II to support the Association Administration team. The role works independently with limited supervision and collaborates with Legal staff to ensure accurate, timely documents.

The candidate will review board meeting recordings, draft minutes within 30 days, prepare reports, and maintain confidentiality in physical and electronic files. Strong organizational and multi-tasking abilities are essential.

Qualifications

• High School Diploma required.
• 2–5 years of experience in administrative support.
• Self-starter with ability to multi-task and manage priorities.
• Strong organizational and written communication skills required.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat.

Responsibilities

• Review and summarize board meetings from recorded audio files and draft minutes within 30 days.
• Prepare reports for Association board meetings and ensure compliance with regulatory filing requirements.
• Create and format documents and spreadsheets; schedule meetings.
• Respond to correspondence and maintain confidential files, both physical and electronic.
• Handle moderately complex admin tasks and manage projects.

Skills

Strong organizational skills

Verbal communication

Written communication

Confidentiality

Self-starter

Multi-tasking

Education

High School Diploma

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Adobe Acrobat

Job description

The Administrative Assistant II provides detailed administrative and clerical duties supporting the Association Administration team. This individual will work independently with limited supervision, and cooperatively with the Legal staff.

ESSENTIAL DUTIES AND TASKS

• Review and summarize board meetings from recorded audio files. Prepare drafts of meeting minutes within 30 days of the meeting date. Edit and incorporate revisions and feedback.
• Compile and prepare various reports for Association board meetings. This requires reviewing and understanding association law from various sources including statutes, recorded documents, agreements, resolutions, etc. in order to adhere to regulatory requirements such as association filing requirements and those related to meeting notice postings.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) needed to create and format documents and spreadsheets, and schedule meetings.
• Prepare and promptly respond to correspondence via written, oral or electronic communication. Proofread legal documents. Maintain confidential physical and electronic legal files.
• Handle moderately complex administrative tasks and manage projects.

This job description in no way states or implies that these are the only duties to be performed by the employee in this position. It is not intended to give all details or a step-by-step account of the way each procedure or task is performed. The incumbent is expected to perform other duties necessary for the effective operation of the department.

EDUCATION and/or EXPERIENCE

• High School Diploma
• 2-5 years of experience
• Self-starter with the ability to multi-task
• Must have strong organizational and written communication skills

QUALIFICATIONS

• Requires excellent organizational skills.
• High degree of confidentiality.
• Must possess strong verbal and written communication skills.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat, and the ability to learn new programs as may be applicable.
• Ability to react and adapt to changes and priorities.
• Ability to work in a fast-paced environment.