Executive - Office Administration

Purpose of the role 1. Ensure adherence to schedules, meetings and participation of IFQM academy 2. Ensure adherence and hassle-free travel of IFQM team as per the plan 3. Maintain upkeep of the office and ensure continual improvement 4. Ensure preparation of budgets, adherence, timely approval and payment of bills 5. Leverage IT usage across work groups Role Description: a. Prepare the

requirements

of meetings, frequency, preferred (weeks, days, time for routine meetings/reviews), agenda, participants b. Schedule the meeting, fix appointments, send invites, ensure acknowledgement & confirmation and share the agenda c. Get the minutes of the meeting prepared and ensure sharing with participants and other key stakeholders on the same day d. Arrange MIS reports, Data and other information required for various reviews e. Review adherence periodically and take corrective actions to improve adherence f. Coordinate events, celebrations and recognitions periodically g. Coordinate with other IFQM verticals for necessary support and services (digital/ infrastructure / conference room / VC facility/ etc). h. Ensure hospitality and protocols of the visiting Delegates / Guests i. Plan travel with booking of tickets, accommodation, logistics for hassle free travel j. Ensure timely processing of travel claims and settlements k. Establish Housekeeping standards (5S) for the office areas l. Train the staff for adherence to housekeeping standards m. Organize periodical audit of identified zones with responsible persons n. Prepare improvement actions with respective persons o. Maintain visual control system to monitor the improvement of each zone p. Ensure reward and recognition of the achieving work groups q. Maintain the budgets vs actual of different work groups and VCS r. Organize periodical review of the status of the variance and countermeasures Facilitate opportunities for waste elimination and profit improvement plan s. Leverage digital tools with timely information with dashboards for respective groups t. Take reports from IT system for MIS and share with leadership u. Any other administrative assignments as may be needed as IFQM is fairly new startup company.

Requirements

Requirements

Bachelor’s degree with 5 to 8 years’

experience

in a reputed organization as an office administrator / Secretary. Good in oral and written communication. Strong interpersonal skills. Very good knowledge on MS Office suite and IT skills.

of meetings, frequency, preferred (weeks, days, time for routine meetings/reviews), agenda, participants b. Schedule the meeting, fix appointments, send invites, ensure acknowledgement & confirmation and share the agenda c. Get the minutes of the meeting prepared and ensure sharing with participants and other key stakeholders on the same day d. Arrange MIS reports, Data and other information required for various reviews e. Review adherence periodically and take corrective actions to improve adherence f. Coordinate events, celebrations and recognitions periodically g. Coordinate with other IFQM verticals for necessary support and services (digital/ infrastructure / conference room / VC facility/ etc). h. Ensure hospitality and protocols of the visiting Delegates / Guests i. Plan travel with booking of tickets, accommodation, logistics for hassle free travel j. Ensure timely processing of travel claims and settlements k. Establish Housekeeping standards (5S) for the office areas l. Train the staff for adherence to housekeeping standards m. Organize periodical audit of identified zones with responsible persons n. Prepare improvement actions with respective persons o. Maintain visual control system to monitor the improvement of each zone p. Ensure reward and recognition of the achieving work groups q. Maintain the budgets vs actual of different work groups and VCS r. Organize periodical review of the status of the variance and countermeasures Facilitate opportunities for waste elimination and profit improvement plan s. Leverage digital tools with timely information with dashboards for respective groups t. Take reports from IT system for MIS and share with leadership u. Any other administrative assignments as may be needed as IFQM is fairly new startup company.

Requirements

Requirements

Bachelor’s degree with 5 to 8 years’

experience

in a reputed organization as an office adminis