Overview
Administrative Assistant Jobs in Mumbai Metropolitan Region at Glenmark Pharmaceuticals
Title: Administrative Assistant
Company: Glenmark Pharmaceuticals
Location: Mumbai Metropolitan Region
Role Summary
The Administrative Assistant / Executive Assistant will support a distributed group of senior leaders in the Global Innovative Business team. This role is heavily focused on international travel coordination, visa processing, travel insurance, and expense management, with some calendar and meeting management as well. The successful candidate will be highly organized, detail-oriented, proactive, and comfortable working across multiple time zones and cultures while handling sensitive information with discretion.
Key Responsibilities
- Executive & Administrative Support
- Serve as the primary administrative point of contact for a group of 4 senior leaders, ensuring smooth day-to-day support.
- Manage requests with a high level of confidentiality, professionalism, and urgency.
- Anticipate needs and proactively resolve issues before they escalate.
- International Travel Planning & Logistics
- Plan and coordinate end-to-end international travel including flights, hotels, ground transportation, and itineraries.
- Build multi-leg, multi-country travel plans that optimize time, cost, and leader preferences.
- Prepare detailed travel itineraries, briefing packs, and contingency plans for disruptions (e.g., delays, cancellations).
- Partner with travel agencies and vendors to ensure service quality, accuracy, and compliance with company policy.
- Visa, Immigration & Documentation Support
- Coordinate visa applications and travel documentation for leaders traveling internationally (e.g., UK, Schengen, UAE, and other destinations as needed).
- Liaise with immigration vendors/consulates, internal mobility teams, and travelers to gather documents and track submissions.
- Maintain trackers for visa status, passport validity, and travel documentation requirements.
- Ensure timely renewals and compliance with entry requirements.
- Travel Insurance & Risk/Compliance Coordination
- Arrange travel insurance coverage as required, ensuring documentation is issued prior to travel.
- Coordinate with internal risk/security or insurance providers for coverage details and emergency guidance.
- Ensure travelers have access to relevant emergency numbers, policy details, and required certificates/letters.
- Expense Management & Finance Administration
- Prepare, submit, and track expense reports accurately and on time; ensure receipts and documentation meet audit standards.
- Reconcile corporate card charges (where applicable) and follow up on missing receipts/approvals.
- Coordinate with Finance/AP teams to resolve expense issues, reimbursement delays, and policy questions.
- Maintain organized records for audit readiness and reporting.
- Calendar & Meeting Management
- Provide calendar support including scheduling 1:1s, leadership meetings, cross-functional sessions, and external meetings.
- Manage complex scheduling across UK/Europe/Middle East time zones, balancing priorities and constraints.
- Arrange meeting logistics: agendas, dial-ins/Teams links, meeting rooms (as applicable), attendee coordination, and materials.
- Support meeting preparation and follow-ups (e.g., action-item tracking) when requested.
- Stakeholder & Communication Coordination
- Coordinate with internal partners (HR, Finance, Travel, IT, Legal, Procurement) to complete requests efficiently.
- Support communication flow by drafting and sending meeting invites, travel confirmations, and operational updates.
- Act as a reliable point of coordination between leaders and broader teams, ensuring timely responses and clarity.
- Process Improvement & Operational Excellence
- Create and maintain trackers, templates, and standard workflows for travel, visas, insurance, and expenses.
- Identify recurring issues and propose solutions to improve efficiency, accuracy, and leader experience.
- Maintain organized digital filing systems for travel records, invoices/receipts, and documentation.
Required Qualifications
- Bachelor’s degree or equivalent practical experience.
- 3–7 years of experience in an Administrative Assistant, Executive Assistant, or similar role supporting senior stakeholders.
- Demonstrated experience coordinating international travel and expense processing in a fast-paced environment.
- Strong proficiency with common productivity tools (e.g., Microsoft Outlook, Excel, PowerPoint, Teams or equivalents).
- Excellent written and verbal communication skills in English.
Preferred Qualifications
- Experience supporting leaders across multiple geographies and time zones.
- Familiarity with visa/immigration processes and working with travel/visa vendors.
- Comfort working with policies and compliance requirements in a corporate environment.
Key Skills & Competencies
- Exceptional attention to detail (high accuracy in bookings, documentation, and expenses).
- Proactive planning and problem-solving (anticipates issues; provides solutions quickly).
- Time management & prioritization (handles multiple leaders and competing deadlines).
- Confidentiality and discretion (trusted with sensitive travel and business information).
- Stakeholder management (able to influence and coordinate across teams without authority).
- Flexibility and resilience (adapts to changes in schedules, travel disruptions, urgent requests).
- Service mindset with a calm, professional approach.
Working Conditions & Expectations
- Role is based in Mumbai, India.
- Requires flexibility to support leaders in UK/Europe time zones; occasional early/late hours may be needed based on travel and business priorities.
This role is primarily office-based/remote-support in nature; no routine travel is expected.
