Admin Assistant

JD- Provide advanced administrative support in all interactions with global and local colleagues

• Work closely with other functions to ensure the department has what it needs to operate at the highest level of efficiency (i.e., inter-faces with Facilities to manage space, IT for fully functioning and up to date technology and equipment)

• Manage planning, preparation, and follow up for cross-functional/global meetings, create agendas, consolidate presentations, prepare minutes, capture action items, send communications and deliverables

• Assist with coordination of ongoing projects and initiatives within GDO, under the guidance of the leadership team.

• Help with onboarding activities for new team members, including preparing onboarding plans and ensuring access is set up.

• Support the team in tracking headcount, project timelines, and other operational metrics.

• Provide general support to the GDO India team beyond the Leadership Team

• Develop and maintain highly useful administrative systems, reports and formats

• Assist in design, development and preparation of presentation materials including, but not limited to, high-level PowerPoint presentation graphics and content arrangement often intended for executive management or external partners. Maintain a library of such graphics, templates and formats. Presentation work also involves notebook design and assembly along with other materials associated with the presentation.

• Compile, prepare and distribute reports, presentations and materials, as required, in a timely and accurate manner. Such documents are typically of a complex, detailed or sophisticated nature.

• Understand the scope and content of ongoing initiatives and programs that the team is involved in order to provide the utmost proactive service

• Track important documents for signature in a timely and efficient manner and deliver to appropriate parties

• Schedule and maintain daily calendars

• Coordinate complex travel arrangements both international and domestic

• Coordinate and schedule high-level business meetings and others as assigned, managing all logistical details in collaboration with internal colleagues and external vendors

• Process expense reports; maintaining associated systems and ensuring budget approval

• Maintain budget including processing invoices, preparing purchase requisitions, tracking and long-term forecasting

• Support GDO assistants in maintaining team distribution lists, organizational charts, and staffing lists

• Support GDO assistants in preparing and maintaining onboarding plans and support the onboarding of new colleagues

• Maintain relevant document repositories for the department (e.g. Teams, SharePoint)

• Order all office supplies and maintain supply closet

• Other administrative responsibilities as required