Admin Associate

About the Role

The Shared Services Specialist will provide comprehensive administrative, operational, and project coordination support to the PM & OE Center (DHH India). This hybrid role requires strong organizational skills, stakeholder management capabilities, and the ability to handle end‑to‑end operational processes with efficiency.

Key Responsibilities

• Administrative & Operational Support
• Deliver high-quality administrative support to the PM & OE Center leadership and broader DHH team.
• Manage calendars, meetings, documentation, records, and internal communication processes.
• Event Management & Vendor Coordination
• Plan, coordinate, and execute internal events, engagement sessions, workshops, and leadership visits.
• Liaise with vendors for logistics, supplies, hospitality, and other operational requirements.
• Manage end-to-end vendor onboarding, invoice processing, and contract tracking.
• Travel & Logistics Management
• Coordinate domestic and international travel arrangements for DHH team members.
• Manage travel support requirements, including bookings, approvals, itineraries, and reimbursements.
• Stakeholder Communication & Collaboration
• Facilitate seamless communication across DHH, leadership teams, enabling functions, and global stakeholders.
• Ensure timely dissemination of updates, actions, and project information.
• DL (Distribution List) Management & Updates
• Maintain and regularly update organizational distribution lists and access groups.
• Ensure accuracy, compliance, and relevance of shared access.
• Hospitality & Office Management
• Oversee hospitality arrangements for visitors, leadership meetings, and events.
• Support facility coordination, workspace readiness, and operational upkeep.
• Partnership With Enabling Functions
• Collaborate closely with HR, Finance, IT, Facilities, and Procurement for day-to-day operational needs.
• Help streamline shared processes and improve service efficiency.
• Tier‑II Support (Travel & Accommodation)
• Provide enhanced support for escalations or complex travel and accommodation needs.
• Act as the point of contact for VIP or urgent travel operations.
• Workforce Planning & Roster Management
• Support workforce scheduling, shift/roster creation, and optimization.
• Monitor utilization, adherence, and operational capacity metrics.

Requirements & Tech Stack

• Technical & Functional Skills
• Strong administrative management and project coordination experience.
• Proficiency in MS Office (Excel, PowerPoint, Outlook) and collaboration tools.
• Experience with travel systems, vendor management, and workflow tools.
• Behavioral Competencies
• Excellent verbal and written communication skills.
• Strong stakeholder management and interpersonal skills.
• High attention to detail and strong organizational ability.
• Problem-solving mindset with ability to work independently and in teams.
• Ability to multitask and manage competing priorities effectively.

Qualifications

• Education
• Bachelor’s degree in business administration, Management, or related field (preferred).
• Additional certifications in office administration, project coordination, or PMO support are a plus.

Additional Information

• Work Arrangements: Hybrid