Executive Administration

3 weeks ago

Phoenix, United States Tata Consultancy Services Full time

The Executive Administrative position would be responsible for independently performing day to day tasks in alignment with TCS Management systems. The responsibilities involve:


  1. Reception tasks


  • Reception Management
  • Receive clients & guest at the front desk. Review and coordinate all arrangements as required for Client visits (including making arrangement for local travel, transportation, accommodation, banquets etc. in consultation with Admin N.A. Corporate Office.
  • Receive & dispatch FedEx, UPS, DHL and other packages
  • Mail collection and distribution.
  • Maintain conference room reservations, and ensure rooms are cleaned & ready for meetings.
  • Order & manage supplies (pantries, copiers, office supplies, etc.)
  • Maintain cleanliness and maintenance of Equipment of the location & liaison with Bldg management for the same.
  • Maintain Seat Occupancy data.
  • Create UPS Shipping label request
  • Arranging various events (in-house, as well as external) as requested by the location leadership (while abiding with all TCS Policies / Guidelines)
  • Billing and any other Admin duties that may be required / assigned by Supervisor from time to time.


  1. Administrative tasks


Facility Management: Handling all aspects of Facility Management (comprising of but not limited to Managing Security requirements, Housekeeping, Material Movement, Front Office Management, Inventory Management, Compliance Management etc.)

Security: Handling all aspects of Physical Security, including but not restricted to ensuring optimum functioning of all Security and Access Control Systems. The role involves monitoring CCTV coverage, analysis of CCTV and Security systems data, Electronic access functions involving assigning / revoking, reconciliation of data, report generation etc.), with a view to ensure implementation of and compliance with all Information & Security Policies.

Procurement and Inventory Management – Timely procurement to make sure office supplies and break room supplies such as tea/coffee are refilled throughout the facility at regular intervals.

Purchase Functions: Ensure time procurement of items required for the locations are procured by adhering / complying with all aspects of TCS Purchase policies as enshrined in TCS Purchase Manual (including Negotiations, Vendor Management, Purchase Requisitions, Processing Payments etc.

  • Audits: Ensure audit readiness of the location at all time by complying with and enforcing TCS Policies. Ensuring that the location complies with all statutory requirements, building codes etc.
  • Others: Ensuring compliance and adherence to Work Environment Guidelines (WEG) and HSE Guidelines (TCS Processes which will be made available later).Maintaining record of Health Safety Environment Data as per the TCS process to be able to go through internal/external audit.
  • Conduct Fire Safety & Health Safety Briefings & Drills at regular intervals to ensure compliance with TCS Policies.
  • Coordination with Property Managers to ensure a conducive working environment on site and to ensure compliance with Statutory and building guidelines and for conduct of above drills.
  • Ensuring 100 percent availability of all Safety, Security Equipment and other office systems / equipment.
  • Ensuring policies relevant to material movement and Shipping are complied with.
  • Coordination with various stake holders (both internal and external), regular liaison / interaction with TCS Senior Executives to understand project requirements and other aspects requiring Admin attention.
  • Liaison with landlord and other stake holders at regular intervals to build a working relationship so as to be able to meet various TCS requirements.
  • Making MIS for Expenses, Seat Occupancy, Seat Management, Budgeting, Provisioning, etc.
  • Preparation of Annual and Quarterly Budget of the location in consultation with Location Admin Head and having the budget and expenses reviewed/approved by Head of Administration, NA.
  • Monitoring budget utilization and invoice payment process. Create and update spreadsheets as required.
  • Ensuring valid agreements are available for all vendors.
  • Be available on site on all working days to ensure effective Administration of the premises.
  • Any other Admin requirement that may be required from time to time / as directed by Admin Head, N.A


Qualifications and associated Attributes:


  1. Associate degree.
  2. 5-7 years’ experience in Administrative Function of a medium sized facility (> 300 associates) preferred.
  3. Should possess excellent English communication skills (written & verbal)
  4. Should have good computer skills: Microsoft Office (especially word, excel, power point etc.).
  5. Should have knowledge of: - (1) Office Management & Maintenance activities, (2) Safety, firefighting and fire control systems, (3) Physical security system and its integration with IT security policies / requirements, (4) Personnel management, (5) Purchase / Procurement processes, (6) Finance / Accounting processes etc.
  6. Must be a team player with good interpersonal skills and ability to work in a diverse multicultural environment.
  7. Should possess: - (1) Good organizational and planning skills, (2) Analytical and problem-solving skills, (3) Good and quick decision-making capability.
  8. Should be: (1) Proactive (2) Self-motivated (3) Flexible (4) Adaptive (5) Professional (6) Able to multitask, (7) Accessible on phone for any emergent requirement at the location and (8) Available for work outside of regular business hours if needed.


Hourly Range: $22.00- $30.00 the hour based on experience

  • Executive Administrator

    4 weeks ago

    Phoenix, Arizona, United States INSURICA Full time

    Job SummaryThe Executive Administrator position at INSURICA provides administrative support to executive officers to achieve and maintain agency, budget, and productivity goals. This role involves project management, administrative support, coordinating and planning conferences and industry-specific agency board/executive meetings, analytical review of...

  • Executive Administrator

    3 weeks ago

    Phoenix, United States INSURICA Full time

    Job DetailsJob Location Phoenix - PHOENIX, AZ Remote Type Fully Remote Position Type Full Time Education Level 4 Year Degree Job Shift Day Job Category Executive Administration DescriptionSUMMARY: PART TIME. The Executive Administrator position provides administrative support to executive officers to achieve, and maintain, agency, budget, and productivity...

  • Executive Administrative Assistant

    4 weeks ago

    Phoenix, Arizona, United States US Tech Solutions Full time

    Job Summary:We are seeking an experienced Executive Administrative Assistant to provide high-level administrative support to our executives, department, region, site, or group. The successful candidate will possess excellent organizational skills, Microsoft proficiency, and the ability to multitask in a fast-paced environment.Key Responsibilities:Provide...

  • Executive Administrative Assistant

    4 weeks ago

    Phoenix, United States LHH Recruitment Solutions Full time

    Job DescriptionJob DescriptionExecutive Assistant:Our client located in Phoenix is looking to hire an Executive Assistant. Usually this person is supporting two property management executives with full calendar and email inbox. This Executive Assistant could also be helping a board of directors or multiple executives with administrative support. The ideal...

  • Sr. Executive Administrator

    2 weeks ago

    Phoenix, United States Virtual Full time

    Vaco Phoenix is currently assisting a Christian based nonprofit company in Central Phoenix in their search for an Executive Administrator. The Executive Administrator will be working in a fast-paced environment supporting the CEO. This is a hybrid position, paying up to $90k/yr and interviewing this week! Responsibilities include: Completes various...

  • DEIA Executive Administrator

    5 months ago

    Phoenix, United States Arizona Official Website of State of Arizona Full time

    Job Summary: The Governor’s Office of Diversity, Equity, Inclusion, and Accessibility (DEIA) is looking for a highly motivated Executive Administrator with excellent writing, leadership, communication, and organizational skills to provide general DEIA planning, oversight, and consultation as it relates to training, state agency DEIA initiatives,...

  • Executive Administration

    3 weeks ago

    phoenix, United States Tata Consultancy Services Full time

    The Executive Administrative position would be responsible for independently performing day to day tasks in alignment with TCS Management systems. The responsibilities involve: Reception tasksReception ManagementReceive clients & guest at the front desk. Review and coordinate all arrangements as required for Client visits (including making arrangement for...

  • Executive Administration

    3 weeks ago

    phoenix, United States Tata Consultancy Services Full time

    The Executive Administrative position would be responsible for independently performing day to day tasks in alignment with TCS Management systems. The responsibilities involve: Reception tasksReception ManagementReceive clients & guest at the front desk. Review and coordinate all arrangements as required for Client visits (including making arrangement for...

  • Executive Administrative Assistant

    2 months ago

    Phoenix, United States Adams and Associates, Inc. Full time

    Temporary Leave Role Looking for an exciting opportunity to support our executive team in making a real impact on the lives of young individuals seeking education and career development? Consider joining our dynamic team at Phoenix Job Corps Center as a Temporary Executive Administrative Assistant.  The Temporary Executive Administrative Assistant will...

  • Executive Administrative Assistant

    2 weeks ago

    phoenix, United States Unical Aviation Inc. Full time

    Position Summary:Reporting to the Chief Executive Officer, position is in Glendale, AZ. The Executive Administrator (EA) will collaborate with teams across functions and ensure/provide smooth and efficient support to the Executive Leadership Team.Duties & Responsibilities:Provide calendar management for the Executive Leadership team. Prioritize inquiries and...

  • Executive Administrative Assistant

    3 weeks ago

    phoenix, United States Unical Aviation Inc. Full time

    Position Summary:Reporting to the Chief Executive Officer, position is in Glendale, AZ. The Executive Administrator (EA) will collaborate with teams across functions and ensure/provide smooth and efficient support to the Executive Leadership Team.Duties & Responsibilities:Provide calendar management for the Executive Leadership team. Prioritize inquiries and...

  • Senior Nursing Facility Administrator

    4 weeks ago

    Phoenix, Arizona, United States ALIGN Executive Search Full time

    Job DescriptionALIGN Executive Search is seeking a highly skilled Senior Nursing Facility Administrator to oversee a large, fast-paced skilled nursing facility for Arizona's top senior care provider. This is an opportunity to run the flagship facility for a well-respected organization.Key Highlights:State-of-the-art facility with recent...

  • Executive Administrative Assistant

    2 weeks ago

    Phoenix, United States Unical Aviation Inc. Full time

    Position Summary:Reporting to the Chief Executive Officer, position is in Glendale, AZ. The Executive Administrator (EA) will collaborate with teams across functions and ensure/provide smooth and efficient support to the Executive Leadership Team.Duties & Responsibilities:Provide calendar management for the Executive Leadership team. Prioritize inquiries and...

  • Executive Administrative Assistant

    3 weeks ago

    Phoenix, United States Unical Aviation Inc. Full time

    Position Summary:Reporting to the Chief Executive Officer, position is in Glendale, AZ. The Executive Administrator (EA) will collaborate with teams across functions and ensure/provide smooth and efficient support to the Executive Leadership Team.Duties & Responsibilities:Provide calendar management for the Executive Leadership team. Prioritize inquiries and...

  • Executive Administrative Assistant

    5 days ago

    Phoenix, United States US Tech Solutions Full time

    Contract Duration: 6 MonthsJob Description:The Administrative Assistant III will provide high-level administrative support to multiple VPs, handling a variety of specialized tasks with minimal supervision. The role demands proficiency in Microsoft Office, organizational skills, and multitasking capabilities to ensure seamless operations in a dynamic work...

  • Executive Administrative Assistant

    5 days ago

    Phoenix, United States US Tech Solutions Full time

    Contract Duration: 6 MonthsJob Description:The Administrative Assistant III will provide high-level administrative support to multiple VPs, handling a variety of specialized tasks with minimal supervision. The role demands proficiency in Microsoft Office, organizational skills, and multitasking capabilities to ensure seamless operations in a dynamic work...

  • Executive Administrator

    3 weeks ago

    Phoenix, United States Vaco Full time

    Vaco Phoenix is currently assisting a client in North Scottsdale in their search for an Executive Administrator. The Executive Administrator will be working in a fast-paced environment supporting the CEO. This is a fully onsite position, contract to hire, paying up to $48/HR! Responsibilities include: Heavy calendar setting- Travel, Appointments, Day to...

  • Administrative Assistant

    1 month ago

    Phoenix, Arizona, United States Bootz & Duke Sign Co. Full time

    Job SummaryWe are seeking a highly skilled and organized Administrative Assistant to provide executive-level support to our team. The ideal candidate will have a strong background in administration, excellent communication skills, and the ability to work in a fast-paced environment.Key Responsibilities:Provide administrative support to executives and project...

  • Executive Administrative Assistant

    2 weeks ago

    Phoenix, United States US Tech Solutions Full time

    Employment Type: W-2 Duration: 3 months (contract to hire)Monday-Friday (8 am -5 pm AZ)Job Description:This Admin Asst. will be supporting multiple VPsPerforms a variety of administrative support or specialized administrative duties for a department, region, site, group or individual executive including calendar maintenance and scheduling, phone...

  • Development Executive/Administrative Assistant

    2 weeks ago

    Phoenix, United States Turning Point Full time

    Position Title: Development Executive/Administrative Assistant Band: Administrative Employment: Full-Time, Salaried, Exempt Travel: 10-15% Location: Phoenix, AZ, In-Office, Non-Remote Start Date: ASAP Turning Point USA is a 501(c)3 non-profit organization founded in 2012 by Charlie Kirk. The organization's mission is to identify, educate, train, and organize...