Consultant - Administrative Assistant / Secretary

Flexing It®; Mumbai; On-site; INR 450,000 - 600,000; Full time

Job summary

Flexing It is seeking an experienced Administrative Assistant / Secretary to provide administrative and secretarial support to managers in Mumbai. The role covers calendar management, travel coordination, documentation, and stakeholder communication for a one-year on-site assignment.

You will also raise purchase orders, assist with presentations and reports, and help maintain orderly records and efficient office operations.

Qualifications

• Experience as Administrative Assistant or Secretary in a corporate setting.
• Strong calendar management and travel coordination abilities.
• Ability to handle confidential information with discretion.
• Proficient in creating presentations and reports.
• On-site Mumbai assignment for one year.

Responsibilities

• Manage calendars, schedule meetings, coordinate appointments, and ensure effective time management for managers.
• Organize and coordinate travel arrangements, including ticket bookings, accommodation, itineraries, and travel reimbursements.
• Raise and process purchase orders (POs) for the team, ensuring timely completion of related administrative activities.
• Act as the first point of contact for internal and external stakeholders, managing communications and coordinating follow-ups.
• Support managers in preparing presentations, reports, Excel trackers, and other business documents.
• Coordinate meetings, maintain schedules, and ensure the timely circulation of relevant information and meeting materials.
• Maintain well-organized records, documentation, and administrative trackers to support efficient office operations.
• Follow up on pending tasks, action items, and administrative requests to ensure timely closure.
• Handle confidential information with a high level of integrity, discretion, and professionalism.
• Coordinate with relevant teams and stakeholders to facilitate smooth communication and efficient execution of administrative activities.
• Assist with day-to-day office administration and provide proactive support to managers to improve operational efficiency.
• Identify administrative challenges, resolve routine issues, and prioritize tasks effectively in a fast-paced work environment.

Skills

Calendar management

Travel coordination

Stakeholder communication

Documentation

Presentation support

Tools

PO processing

Job description

Assignment Details

We are seeking an experienced Administrative Assistant / Secretary to provide administrative and secretarial support to managers, ensuring smooth day-to-day office operations, efficient calendar management, travel coordination, documentation, and stakeholder communication. This is a full-time, on-site opportunity based in Mumbai for a duration of one year.

Key Responsibilities

• Manage calendars, schedule meetings, coordinate appointments, and ensure effective time management for managers.
• Organize and coordinate travel arrangements, including ticket bookings, accommodation, itineraries, and travel reimbursements.
• Raise and process purchase orders (POs) for the team, ensuring timely completion of related administrative activities.
• Act as the first point of contact for internal and external stakeholders, managing communications and coordinating follow-ups.
• Support managers in preparing presentations, reports, Excel trackers, and other business documents.
• Coordinate meetings, maintain schedules, and ensure the timely circulation of relevant information and meeting materials.
• Maintain well-organized records, documentation, and administrative trackers to support efficient office operations.
• Follow up on pending tasks, action items, and administrative requests to ensure timely closure.
• Handle confidential information with a high level of integrity, discretion, and professionalism.
• Coordinate with relevant teams and stakeholders to facilitate smooth communication and efficient execution of administrative activities.
• Assist with day-to-day office administration and provide proactive support to managers to improve operational efficiency.
• Identify administrative challenges, resolve routine issues, and prioritize tasks effectively in a fast-paced work environment.