Administrative Support

DEME Group; Chennai District; On-site; INR 600,000 - 1,200,000; Full time

Benefits offered by this job

Mobility program

Permanent training track

Growth opportunities

Wellbeing program

Multinational team

Job summary

DEME Group in Chennai, India, seeks an experienced Executive Assistant to support the Managing Director, ensuring efficient operations, discretion, and strategic admin.

Your responsibilities include managing MD's calendar and travel, handling correspondence, coordinating events, drafting communications, tracking deadlines, and coordinating with vendors and finance for invoices, while maintaining records and overseeing facilities.

Qualifications

• Bachelor’s degree in business, management, commerce, HR, or related field.
• 2–5 years of Executive Assistant/Office Administrator experience.
• Experience supporting senior executives, preferably MD or C-suite.
• Excellent verbal and written communication skills.
• Strong stakeholder and vendor management abilities.

Responsibilities

• Manage the Managing Director's calendar, appointments, meetings, and travel arrangements.
• Coordinate and prioritize schedules to optimize the Managing Director's time.
• Screen and manage incoming correspondence, calls, and requests.
• Handle sensitive and confidential information with professionalism and discretion.
• Coordinate internal and external events, conferences, and executive visits.
• Prepare meeting minutes and track action items to ensure timely completion.
• Draft, review, and manage business communications on behalf of the Managing Director.
• Monitor deadlines, follow up on key deliverables, and ensure timely execution of priorities.
• Support budget tracking, expense reporting, and invoice processing where required.
• Maintain executive records, documents, and filing systems.
• Oversee daily office administration and facility operations to ensure a safe, clean, and efficient workplace.
• Coordinate with facility vendors and service providers for housekeeping, security, maintenance, pantry, landscaping, and other support services.
• Monitor office infrastructure and arrange timely maintenance and repairs.
• Manage office supplies, stationery, and asset inventories.
• Ensure compliance with workplace safety, security, and administrative policies.
• Support workspace planning, seating arrangements, and office improvement initiatives.
• Act as backup for front office/reception operations during absences, peak workloads, or business requirements.
• Coordinate visitor access, meeting room bookings, and hospitality arrangements.
• Act as a bridge between the vendors and finance department for invoice processing.
• Coordinate flight bookings, accommodation and transportation for all employees.
• Taking over from Front desk Secretary whenever required.
• Assisting tender dept with deliverables
• General administrative tasks

Skills

Executive support

Calendar management

Communication skills

Discretion

Multitasking

Vendor management

Stakeholder management

Problem solving

Education

Bachelor's degree in Business Administration / related field

Tools

Microsoft Office

Job description

Job Description:

For providing high-level administrative, organizational, and strategic support to ensure the efficient operation. The role requires exceptional communication skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Your responsibilities

• Manage the Managing Director's calendar, appointments, meetings, and travel arrangements.
• Coordinate and prioritize schedules to optimize the Managing Director's time.
• Screen and manage incoming correspondence, calls, and requests.
• Handle sensitive and confidential information with professionalism and discretion.
• Coordinate internal and external events, conferences, and executive visits.
• Prepare meeting minutes and track action items to ensure timely completion.
• Draft, review, and manage business communications on behalf of the Managing Director.
• Monitor deadlines, follow up on key deliverables, and ensure timely execution of priorities.
• Support budget tracking, expense reporting, and invoice processing where required.
• Maintain executive records, documents, and filing systems.
• Oversee daily office administration and facility operations to ensure a safe, clean, and efficient workplace.
• Coordinate with facility vendors and service providers for housekeeping, security, maintenance, pantry, landscaping, and other support services.
• Monitor office infrastructure and arrange timely maintenance and repairs.
• Manage office supplies, stationery, and asset inventories.
• Ensure compliance with workplace safety, security, and administrative policies.
• Support workspace planning, seating arrangements, and office improvement initiatives.
• Act as backup for front office/reception operations during absences, peak workloads, or business requirements.
• Coordinate visitor access, meeting room bookings, and hospitality arrangements.
• Act as a bridge between the vendors and finance department for invoice processing.
• Coordinate flight bookings, accommodation and transportation for all employees.
• Taking over from Front desk Secretary whenever required.
• Assisting tender dept with deliverables
• General administrative tasks

Your profile

• Bachelor's Degree in Business Administration, Management, Commerce, Human Resources, or a related field.
• 2-5 years of experience as an Executive Assistant, Executive Secretary, Office Administrator, or similar role.
• Experience supporting senior executives, preferably Managing Director or C-suite leadership.
• Excellent verbal and written communication skills.
• Strong stakeholder and vendor management skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Problem-solving and decision-making capabilities.
• Knowledge of office administration and facility management practices.
• Customer-service orientation and positive attitude.
• High degree of confidentiality and professional integrity.
• Strong organizational and multitasking abilities.
• Exposure to facility administration and office operations management is preferred.

Our offer

• An extensive mobility program for a healthy work-life balance
• A permanent training track which allows you to develop yourself personally and professionally
• A stimulating, innovative workplace with numerous growth opportunities
• A people-oriented environment with an interactive health program and a focus on employee wellbeing
• You will be part of an international and multicultural team of colleagues within a Group that is worldwide active and contains many nationalities.