Administrative Support

Dredging, Environmental and Marine Engineering NV; India; On-site; INR 600,000 - 1,000,000; Full time

Benefits offered by this job

Mobility program

Permanent training track

Growth opportunities

Employee wellbeing program

Job summary

DEME is a world leader in dredging, offshore energy, infra marine and environmental works with 140 years of know-how. The role provides high-level administrative and strategic support to the Managing Director, managing calendar, travel, and confidential communications.

You will coordinate internal and external events, prepare minutes, and ensure timely delivery of priorities while maintaining discretion within a global team.

Qualifications

• Bachelor's degree or equivalent in business/admin field.
• 2–5 years in executive support roles (EA/Executive Secretary/Office Admin).
• Experience supporting senior executives, preferably MD or C-suite.

Responsibilities

• Manage MD's calendar, meetings, and travel arrangements.
• Coordinate schedules and prioritize MD's time.
• Screen and manage incoming correspondence and requests.
• Handle confidential information with discretion.
• Coordinate internal/external events and executive visits.
• Prepare meeting minutes and track action items.
• Draft and manage business communications for the MD.
• Monitor deadlines and ensure timely delivery of priorities.
• Support budget tracking and invoice processing.

Skills

Excellent verbal and written comms

Stakeholder & vendor management

Organizational & multitasking

Problem-solving & decision-making

Education

Bachelor's Degree in Business Administration / Management / Commerce / HR

Tools

Microsoft Office (Outlook, Word, Excel, PPT)

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.

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

DEME is a world leader in the highly specialised fields of dredging, solutions for the offshore energy industry, infra marine and environmental works. The company can build on more than 140 years of know-how and experience and has fostered a pioneering approach throughout its history, enabling it to be a front runner in innovation and new technologies. DEME’s vision is to work towards a sustainable future by offering solutions for global challenges: a rising sea level, a growing population, reduction of CO2 emissions, polluted rivers and soils and the scarcity of natural resources. While the company’s roots are in Belgium, DEME has built a strong presence in all of the world’s seas and continents, operating in more than 90 countries worldwide. DEME can rely on 5,200 highly skilled professionals across the globe. With a versatile and modern fleet of over 100 vessels, backed by a broad range of auxiliary equipment, the company can provide solutions for even the most complex projects. DEME achieved a turnover of 2.62 billion euros in 2019.