Executive Assistant and Office Admin

Privacera; Pune District; Hybrid; INR 900,000 - 1,500,000; Full time

Job summary

Privacera is seeking an experienced admin professional based in Pune to join our team. The role focuses on delivering comprehensive administrative support, managing calendars, meetings, travel, and logistics for workshops and area visits.

You will document minutes, organize project records, and support training sessions and tool administration. The ideal candidate holds an MBA or related degree, has about 8+ years of experience (including virtual secretarial work), and demonstrates excellent

Qualifications

• MBA or a Masters degree in Personnel Management preferred, or equivalent.
• Professional experience of 8+ years, at least a year in virtual secretarial services.
• Must have strong English (written & spoken).
• Ability to manage multiple concurrent activities with strong organizational skills.
• Able to interact with senior management and work independently.

Responsibilities

• Deliver administrative services in a team environment.
• Support project team with meetings, calendar, and travel arrangements.
• Manage calendars, schedule meetings, and organize calls.
• Plan logistics for workshops and area visits, including meals and printing.
• Record meeting minutes and maintain project documentation.
• Coordinate training setup, invites, and pre-work materials.
• Provide tool support and admin for internal/external tools.
• Handle data processing and administration of business information.
• Maintain office supplies and vendor agreements; procurement and inventory.
• Coordinate events and manage access control systems.
• Standardize processes and ensure easy access to documents.

Skills

Multitasking

Organizational skills

Time management

Communication

Team player

Self-starter

Interact with senior management

Diplomatic

Comfortable using IT systems

Education

MBA or Masters in Personnel Management

Tools

MS Office (Word, Excel, PowerPoint)

MS Outlook

Job description

Role & responsibilities

• The primary role and responsibility of this position will be to work in a team environment and deliver administrative services including, but not limited to
• Provide support to the project team members on maintaining and managing key project meetings and the meeting location
• Calendar Management - Maintaining the project teams calendar to showcase all key events that need to be planned.
• Meetings Management - Working closely with the project teams and other stakeholders in scheduling/organizing the meeting or conference call
• Travel Management - Support the project team members in booking the travel ticket
• Workshop or Area visit Plan - Provide assistance in planning the agenda, for workshops/area visits by handling the logistics of stay, food and printing, etc.
• Documentation - Recording the minutes of the meeting with clear emphasis on the key action points from the meeting. Maintaining the project database and eRoom to ensure all documentations are captured and organized for ease of access.
• Training Management - Provide support in setting up training by sending out invites, enabling cut-off points for training sessions, issuing confirmations and/or offering alternative dates. Supplement delegates with correct pre-work and sessions
• Tool Support and administration Administrative support on various internal/external tools used across Privacera offices
• Data Processing and administration - Data capture, processing and administration of business information
• Provides administrative support to ensure efficient operation of the office.
• Vendor Agreements & Management
• Procurement and inventory management
• Event Management coordinator
• Managing Access Control Systems
• Formulation & Maintenance of Standardisation of Processes.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and placing and expediting orders for supplies.
• Exhibits polite and professional communication via phone, e-mail, and mail.
• Contributes to team effort by accomplishing related results as needed.

Desired Qualifications and Skills:

• MBA or a Masters degree in Personnel Management preferred, or equivalent
• Professional experience of 8+ years of experience, At least a year of experience working in a team environment handling virtual secretarial services is preferred.
• Good command over English (written & spoken) is mandatory
• The role requires someone who can manage a number of concurrent activities, with strong multi-tasking, prioritization, organizational and time management skills and the following skills:
• Quality-focused and takes pride in paying attention to detail
• Self-starter who can manage with minimal direction
• Able to interact with senior management
• Extremely organized and enjoys administration
• Able to work in a team arrangement
• Comfortable using IT systems
• Demonstrated experience in MS Office (Word, Excel & PowerPoint) and fair knowledge of MS Outlook
• Exhibits polite and professional communication via phone, e-mail, and mail.
• Must be able to work virtually, and independently
• Able to be diplomatic when dealing with clients
• Candidate must be based in Pune and Immediate Joiner