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Administrative Assistant IT

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MKS Instruments

3d ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
  • Gurgaon
  • Quick Apply

AI generated summary

  • You should have a degree, 5 years of relevant experience, advanced MS Office skills, knowledge of ERP systems, strong communication, organizational skills, and the ability to handle stress and multitask.
  • You will manage calendars, arrange travel, support meetings, handle correspondence, prepare reports, maintain filing systems, and assist with projects while ensuring confidentiality and professionalism.

Requirements

  • Bachelor’s/Master’s degree with at least 5 years of relevant experience
  • Proven experience as an administrative assistant, executive assistant or in other secretarial position
  • Office management systems and procedures
  • Advanced Microsoft Office skills
  • Knowledge of ERP and productivity applications systems like Oracle, SAP, Workday, Ariba, Service Now etc. would be considered an advantage
  • Up to date with advancement in office gadgets and applications
  • Proficiency in English, High level of verbal and written communications skills
  • Discretion and confidentiality
  • Strong organizational, project management and problem-solving skills with impeccable multi-tasking and time management skills
  • Interpersonal skills, friendly and professional demeanor
  • Ability to stay calm and on-task in high-stress situations
  • Perform activities such as sitting, standing, or typing for extended periods of time
  • Regularly requires good manual dexterity and coordination
  • Must be able to communicate information and ideas so others will understand
  • Must be able to exchange accurate information
  • The ability to observe documents and details at close range (within a few feet of the observer)
  • Operates in a professional office environment
  • Constantly operates a computer and other office productivity machinery

Responsibilities

  • Calendar Management and administration support
  • Maintains management’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
  • Arrange travel, hotel and dining arrangements as needed
  • Minutes of meetings, and distribute and follow up on Projects
  • Produce professional quality reports, presentations and briefs, produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Develop and carry out an efficient documentation and filing system
  • Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  • Contributes to team effort by accomplishing related results as needed.
  • Receive incoming calls and emails; take messages, manage calendars, respond appropriately and route correspondence to the appropriate executive of staff member
  • Handle requests, feedback and queries quickly and professionally
  • Basic Data processing skills, prepares presentations
  • Drive simple projects for VP IT’s office with strong in follow-ups, and minutes of meetings etc.
  • Requires in-depth knowledge of company operations, policies, and procedures
  • Handles details of a highly confidential and critical nature
  • Collects and prepares information for use in discussions/meetings/presentations
  • Makes high level contacts of a sensitive nature inside and outside the company
  • Requires a professional certification or equivalent experience in working with senior level leaders, as well as experience with customers, vendors, visitors, and other executives

FAQs

What are the primary responsibilities of the Administrative Assistant IT?

The primary responsibilities include calendar management, scheduling meetings and travel arrangements, preparing reports and presentations, taking minutes of meetings, managing correspondence, and supporting the VP-IT with various administrative tasks.

What qualifications are necessary for this position?

Candidates should hold a Bachelor’s/Master’s degree with at least 5 years of relevant experience. Proven experience as an administrative or executive assistant is also required.

Are there any specific software skills required for this job?

Yes, advanced Microsoft Office skills are essential, and knowledge of ERP and productivity applications such as Oracle, SAP, Workday, Ariba, and Service Now would be considered an advantage.

What type of work environment can I expect?

The work environment is a professional office setting that may require prolonged periods of sitting, standing, and typing.

Is experience with high-level executives necessary for this job?

Yes, experience working with senior-level leaders and managing sensitive correspondence is required.

What skills are essential for success in this role?

Strong organizational, project management, and problem-solving skills, along with excellent verbal and written communication abilities, are essential for this role.

Is discretion important in this position?

Yes, discretion and confidentiality are critical, as the role involves handling sensitive and confidential information.

Will I be required to manage incoming calls and emails?

Yes, managing incoming calls and emails, taking messages, and appropriately routing correspondence are part of the job responsibilities.

Do I need to have knowledge of current office gadgets and applications?

Yes, being up to date with advancements in office gadgets and applications is important for this position.

What is the expected working pace for this role?

The role requires the ability to work in a fast-paced, growth-oriented environment, prioritizing and managing multiple tasks effectively.

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MKS Instruments

Manufacturing & Electronics
Industry
10,001+
Employees
1961
Founded Year

Mission & Purpose

MKS Instruments enables technologies that transform our world. We deliver foundational technology solutions to leading edge semiconductor manufacturing, electronics and packaging, and specialty industrial applications. We apply our broad science and engineering capabilities to create instruments, subsystems, systems, process control solutions and specialty chemicals technology that improve process performance, optimize productivity and enable unique innovations for many of the world’s leading technology and industrial companies. Our solutions are critical to addressing the challenges of miniaturization and complexity in advanced device manufacturing by enabling increased power, speed, feature enhancement, and optimized connectivity. Our solutions are also critical to addressing ever-increasing performance requirements across a wide array of specialty industrial applications. Additional information can be found at www.mks.com.