Document Specialist - Mumbai

JOB DESCRIPTION:

As a Document Specialist, you will be actively working and contributing to the following areas:

• General Administration & Executive Assistance (30%)

• Organizing documents; maintaining records; relevant policies, agreements, and BU communications.
• Help prepare strategic drafts and final PPTs for executives (Site Head, Directors, DVPs etc.)
• Prepare and send important documents, legal, financial and ops planning etc.
• Manage the communications, expense claims & executive assistance for DVP/Director/Site Head

• Day To Day Operations (20%)

• Manage policy documents and all internal communications such as holiday, food, etc.
• Monthly Bills and Invoices, Petty cash, Agreements, and maintenance as per schedule
• Office Management & manage Contract Employees at site e.g., Housekeeping, security etc.
• Process creation and improvement for daily small ad hoc and repeating work
• Manage employee database, org charts, profiles, etc.

• Office event co-ordinations, Logistics and Visitor Management (20%)

• Vendor Coordination, creations in systems, document uploads etc.
• Coordination for all internal events/ team offsite/ Visitor management at site - agenda preparation, logistics planning, budget estimation etc.
• Engage with cross-functional team for meetings.

• Project Management (30%)

• Project delivery schedule, task trackers & scope management
• Stakeholder management, Risk Management
• Budget, cost management, MIS (if applicable), Templates for standardizations

Qualifications

Minimum Required Skills

• A Bachelor’s degree in Science or Commerce
• At least 3+ Years of experience in supporting as an Executive Assistant or Administrative Assistant or PMO for a mid-large size organization and help in managing team dynamics, promoting cohesive culture of collaboration, identify efficiency areas and saving time for key managerial personnel
• Experience in prompt and correct processing of invoice, bills and monitoring and updating agreements, amendments, and other documentations to safeguard company’s interest and liabilities
• Experience working with Finance, Procurement, Legal, Facilities team, Housekeeping, Security, and other administrative and liaison with operations support functions (IT, OEC, BHR, TAG)
• Understanding of project management lifecycle and methods used to track diverse types and small, medium, and large duration projects
• Strong Negotiation and Influencing skills combined with oral and written communication
• Critical thinking skills, and ability to effectively lead, collaborate and communicate across diverse group of stakeholders (scientific, technical, operational) and prioritize tasks

Preferred Desirable Skills

• Master’s in Business Administration (Finance, Strategy or Operations or General Management)
• 5+ years relevant secretarial work experience in a Life sciences and Healthcare Company and/or IT, Data Analytics
• Experience managing or tracking projects and supplying quick meeting notes and action items to the team in a crisp and concise manner
• Experience establishing and managing relationships with external stakeholders, vendors
• Expertise working with Finance, Procurement, Legal and Administration and Facilities team

The base pay for this position is

In specific locations, the pay range may vary from the range posted.

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