Personnel assistant cum Office cordinator for educational institute

Company Description

Accurate Group of Institutions is a prominent educational institute offering a wide range of courses in various fields of study. Established in 2006, Accurate has grown to become a full-fledged institute with a focus on teaching, consulting, research, and Management Development Programs. The campus in Greater Noida provides modern facilities for academic pursuits and fosters a harmonious faculty-student relationship.

We are seeking a proactive, highly organized professional to serve as both an Office Coordinator and Personal Assistant. This dual role is designed for a dynamic individual who can ensure the smooth running of our office operations while providing high-level personal assistance to our executive team. The ideal candidate will be detail-oriented, adaptable, and capable of managing multiple responsibilities in a fast-paced environment.

Key Responsibilities : 1. Office Coordination :

Daily Operations : Oversee and streamline the day-to-day administrative functions of the office.

Maintain a well-organized office environment, including managing supplies, equipment, and facility maintenance.

Vendor & Facility Management : Coordinate with external vendors and service providers for office maintenance, repairs, and supplies.

Schedule and supervise routine maintenance and any necessary office refurbishments.

Event & Meeting Planning : Organize and support internal events, meetings, and company-wide initiatives.

Prepare meeting spaces, set up audio-visual equipment, and arrange for refreshments.

2. Personal Assistance to Executives :

Calendar & Schedule Management : Manage complex calendars, including scheduling meetings, appointments, and personal engagements for senior management.

Travel & Logistics Coordination : Arrange domestic and international travel plans, including itineraries, accommodations, and transportation.

Prepare detailed travel expense reports and manage travel-related documentation.

Personal Errands & Tasks : Assist with personal errands and administrative tasks to support executives in balancing work and personal commitments.

3. Administrative Support :

Communication : Draft, review, and distribute professional correspondence, emails, memos, and reports.

Act as the primary point of contact for internal and external communications, ensuring timely and effective responses.

Documentation & Filing : Develop and maintain efficient filing systems (both electronic and paper) to ensure easy retrieval of documents.

Handle confidential information with the utmost discretion and professionalism.

Report & Presentation Preparation : Assist in creating presentations, reports, and meeting agendas using MS Office and other relevant software.

Support data collection and research for various projects as needed.

4. Cross-Departmental Coordination :

Collaboration : Serve as a liaison between departments to ensure consistent information flow and seamless project execution.

Assist in the onboarding process for new employees, including preparing orientation materials and coordinating schedules.

Process Improvement : Identify opportunities for improving administrative procedures and implement best practices to enhance overall efficiency.

Qualifications :

Education : Bachelor’s degree in Business Administration, Management, or a related field is preferred.

Experience : Min 3 to 5 years of relevant experience in an administrative, office coordination, or executive assistance role.

Technical Skills : Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software.

Comfortable using digital communication tools (e.g., Slack, Microsoft Teams) and modern office equipment.

Communication & Organizational Skills : Excellent written and verbal communication skills.

Strong organizational and time management skills with the ability to multitask effectively.

Personal Attributes : High level of discretion and the ability to handle confidential information.

Proactive, resourceful, and capable of working independently as well as part of a team.

Adaptable to a dynamic work environment and capable of handling unexpected challenges.