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Administrative Assistant - SBIR - Hyderabad

We are looking for a highly organized, proactive, and experienced Administrative Assistant to support our Administrative Department. Ideally, you will be degree educated, be a self-starter and thrive working under pressure. 

DUTIES AND RESPONSIBILITIES

  • Proactively schedule and coordinate meetings involving senior-level internal and/or external participants and tracking attendance;

  • Inbox and calendar management: prioritizing emails and using initiative and responsibility to respond on the manager's behalf;

  • Gathering/preparation of briefing packs in advance of meetings; 

  • Taking meeting minutes;

  • Preparation of periodic reports;

  • Management of payments to suppliers and employees;

  • Ensuring compliance of transactions with accounting principles;

  • Understanding of invoices and contract terms;

  • Client profiling;

  • Check Eligibility Forms ensuring that Clients are eligible for SBIR/STTR Programs (as per guidelines provided);

  • Check the Registration Forms and information there included (as per the guidelines provided);

  • Send the client an initial email: introducing yourself, explaining what registrations need to be done and what you need them to do;

  • SAM, eRA commons, Grants.gov, SBIR.gov, Research.gov registrations, and any other registration required by SBIR/STTR Programs;

  • Management and Control of the Mailbox;

  • Check credentials (Usernames/passwords) regularly;

  • Maintain SBIR registration files;

  • Call clients (as and when needed);

  • Call websites helplines (as and when needed);

  • Final password check and preparation of proposals submissions for Project Managers;

  • Monitoring of submissions status and reporting to Project Managers;

  • Support to the Alien Sbir Team and/or the Clients with registration-related issues.


JOB REQUIREMENTS

  • Bachelor's Degree:

  • Fluency in English is a must;

  • Minimum of 1 year of experience as an Administrative Assistant;

  • Experience in coordinating international and complex logistic schedules; 

  • Experience in customer care (dealing with clients) and/or accounting experience will be a plus.


SOFT SKILLS REQUIRED


  • Confident self-starter who can work under pressure, using their own initiative and with the drive to work to aggressive deadlines and to see tasks through to completion;

  • Friendly, switched on, super organised, and accountable being able to think ahead and through problems;

  • Professional in their manner, maintaining diplomacy and confidentiality in communicating highly sensitive and highly contentious information with people of all levels within the company and elsewhere;

  • Ability to work effectively at all levels of an organization and build strong relationships with team members, managers, and senior executives in multiple locations;

  • Advanced level IT skills (Word, PowerPoint, Excel, Gmail, Google Calendar, Google Drive, PowerPoint) and fluent in both Windows and Apple operating systems;

  • Be readily available to support individual schedules as required including managing of inbox, complex diaries and travel arrangements globally.


Please note: Due to the high volume of candidates we are unfortunately not able to provide individual feedback regarding the outcome of every single application.

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