Purpose of the role:
Ensure adherence to schedules, meetings and participation of IFQM academy
Ensure adherence and hassle-free travel of IFQM team as per the plan
Maintain upkeep of the office and ensure continual improvement
Ensure preparation of budgets, adherence, timely approval and payment of bills
Leverage IT usage across work groups
Role Description:
Prepare the requirements of meetings, frequency, preferred (weeks, days, time for routine meetings/reviews), agenda, participants
Schedule the meeting, fix appointments, send invites, ensure acknowledgement & confirmation and share the agenda
Get the minutes of the meeting prepared and ensure sharing with participants and other key stakeholders on the same day
Arrange MIS reports, Data and other information required for various reviews
Review adherence periodically and take corrective actions to improve adherence
Coordinate events, celebrations and recognitions periodically
Coordinate with other IFQM verticals for necessary support and services (digital/ infrastructure / conference room / VC facility/ etc).
Ensure hospitality and protocols of the visiting Delegates / Guests
Plan travel with booking of tickets, accommodation, logistics for hassle free travel
Ensure timely processing of travel claims and settlements
Establish Housekeeping standards (5S) for the office areas
Train the staff for adherence to housekeeping standards
Organize periodical audit of identified zones with responsible persons
Prepare improvement actions with respective persons
Maintain visual control system to monitor the improvement of each zone
Ensure reward and recognition of the achieving work groups
Maintain the budgets vs actual of different work groups and VCS
Organize periodical review of the status of the variance and countermeasures. Facilitate prospects for waste elimination and profit improvement plan
Leverage digital tools with timely information with dashboards for respective groups
Take reports from IT system for MIS and share with leadership
Any other administrative assignments as may be needed as IFQM is fairly new startup company.
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
Solid interpersonal skills
Very valuable knowledge on MS office suite and IT skills