Office Administrator & Executive Assistant
Mumbai, Maharashtra, India
Full Time
Mid Level
Our Story
ISMG is a global intelligence firm & premier media organization dedicated solely to cybersecurity, information technology, artificial intelligence, & operational technology. With a diverse portfolio of over 20 brands, 38 digital media platforms, & more than 400 in-person & virtual events held annually, we connect with a global audience of over 1.8+ million subscribers.
Our expertly crafted content targets key industries including banking, healthcare, & the public sector & spans regions from North America to Southeast Asia. Our unwavering commitment to addressing the evolving needs of professionals in today's digital age underscores our ability to anticipate & lead through digital transformation as we provide our community with informed perspectives & actionable solutions for their pressing cybersecurity challenges.
The Opportunity
We are seeking a highly organized and proactive Office Administrator & Executive Assistant to support our APAC Regional Managing Director and ensure the smooth running of office operations.
The ideal candidate will be responsible for a wide range of administrative tasks including infrastructure management, travel and logistics coordination, calendar management, bookkeeping, and providing executive assistance to the Managing Director. This role requires a high level of professionalism, discretion, and the ability to multitask in a fast-paced environment.
Responsibilities
ISMG is a global intelligence firm & premier media organization dedicated solely to cybersecurity, information technology, artificial intelligence, & operational technology. With a diverse portfolio of over 20 brands, 38 digital media platforms, & more than 400 in-person & virtual events held annually, we connect with a global audience of over 1.8+ million subscribers.
Our expertly crafted content targets key industries including banking, healthcare, & the public sector & spans regions from North America to Southeast Asia. Our unwavering commitment to addressing the evolving needs of professionals in today's digital age underscores our ability to anticipate & lead through digital transformation as we provide our community with informed perspectives & actionable solutions for their pressing cybersecurity challenges.
The Opportunity
We are seeking a highly organized and proactive Office Administrator & Executive Assistant to support our APAC Regional Managing Director and ensure the smooth running of office operations.
The ideal candidate will be responsible for a wide range of administrative tasks including infrastructure management, travel and logistics coordination, calendar management, bookkeeping, and providing executive assistance to the Managing Director. This role requires a high level of professionalism, discretion, and the ability to multitask in a fast-paced environment.
Responsibilities
- Manage all aspects of office administration including procurement of office supplies, managing vendor relationships, and overseeing office infrastructure.
- Ensure that the office environment is maintained to a high standard, coordinating with housekeeping and maintenance staff as needed.
- Handle third-party vendor (TPV) management, ensuring that contracts and service agreements are up-to-date and services are delivered as per agreements.
- Oversee the maintenance and functionality of office infrastructure, including IT equipment, office furniture, and facilities.
- Supervise housekeeping staff to ensure cleanliness and organization of the office.
- Manage office staff scheduling, ensuring that all roles are covered and tasks are completed efficiently.
- Support day-to-day operations by coordinating with various departments and ensuring that office processes run smoothly.
- Assist in the development and implementation of operational policies and procedures.
- Assist in basic bookkeeping tasks, including managing invoices, payments, and reimbursements.
- Coordinate with the finance department to ensure accurate and timely processing of financial transactions.
- Provide high-level administrative support to the MD, including drafting correspondence, preparing reports, and conducting research.
- Manage the Managing Director’s calendar, scheduling meetings, appointments, and coordinating with internal and external stakeholders.
- Prioritize and manage multiple requests and ensure that the MD's time is used effectively.
- Handle confidential information with discretion and maintain the MD’s files and records.
- Arrange travel itineraries, accommodations, and transportation for the Managing Director and other senior stakeholders.
- Manage logistics for meetings, conferences, and events, including booking venues and coordinating catering services.
- Bachelor’s degree in Business Administration, Management, or a related field.
- Proven experience in office administration, executive assistance, or a similar role.
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
- Excellent written and verbal communication skills.
- Ability to work independently and as part of a team, with a proactive and flexible approach.
- Experience in managing travel arrangements, bookkeeping, and vendor relationships is a plus.
- Attention to Detail: Meticulous in managing details and ensuring accuracy.
- Discretion and Confidentiality: Ability to handle sensitive information with care.
- Time Management: Efficient in managing time and deadlines.
- Problem-Solving: Capable of resolving issues swiftly and effectively.
- Communication: Strong interpersonal and communication skills, both written and verbal.
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