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About the job :  Administrative Assistant

Career Level : Mid-level

Location : Onsite/ Gurgaon/ Full time

Who We Are:

This is Spearhead Technology — where every challenge is an opportunity, and every solution is a masterpiece in the making. As a full-lifecycle IT company, we transcend mere delivery; we engineer success.

From inception to implementation, our seasoned expertise shepherds every phase of the journey. Be it planning, analysis, design, development, testing, or the seamless transition to production, we stand as steadfast partners in our clients’ progress.

At Spearhead Technology, quality isn't a mere aspiration—it's our ethos. Rooted in Tech Advisory, our methodology is guided by insights that spark transformative outcomes. We recognize the paramount importance of talent retention. Through a steadfast commitment to work-life balance, competitive remuneration packages, and an optimized operational model, we ensure our team remains as exceptional as our services.

Step into Spearhead Technology, where innovation meets precision, and together, let's sculpt the future of technology with finesse and distinction.

Spearhead Technology is looking for a highly organized, confident, and proactive Administrative Assistant to join our team at the Gurugram office. This is not a traditional admin role, we are seeking someone with exceptional communication skills and strong presence, who can seamlessly bridge communication between the senior leadership and all levels of the organization.  

The ideal candidate will take charge of administrative coordination, internal reporting, and relationship management across the hierarchy. You will serve as a key support to the leadership team and act as the primary point of contact for ensuring internal operational coordination and alignment

Key Responsibilities:  

Act as a liaison between the President, CEO, and cross-functional teams across the organization.  
Take regular reporting and updates from all levels of the company hierarchy, from entry-level teams to department heads.  
Establish strong working relationships across departments to ensure effective follow-ups, feedback loops, and task closures.  
Manage executive calendars, schedule meetings, and coordinate appointments with precision and foresight.  
Draft and manage internal and external communications, reports, minutes of meetings, and presentations.  
Track progress on key leadership action items, deadlines, and deliverables.  
Coordinate and support team events, business reviews, and internal meets.  
Assist in basic office administration, travel bookings, and vendor coordination as required.  

 
Requirements:  

Graduate in any discipline ( Bachelor’s degree required).  
3–5 years of experience as an Administrative Assistant, Executive Assistant, or in a similar administrative or coordination role.  
Excellent communication skills, fluent, clear, and confident in both verbal and written English.  
Strong interpersonal skills with the ability to build rapport and collaborate across various departments and levels of seniority.  
Self-driven, assertive, and able to manage priorities in a fast-paced work environment.  
Highly organized with strong attention to detail and follow-through.  
Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and digital collaboration platforms (Zoom, MS Teams, etc.).  
High level of discretion, integrity, and professionalism in handling confidential information.  

What’s in it for you:

At Spearhead Technology, we prioritize your well-being and professional growth. Here's what you can expect:

• Achieve a healthy work-life balance.
  
• Competitive compensation and abundant growth opportunities.
  
• Enjoy a standard 5-day workweek with 2 fixed weekly offs.
  
• Experience an employee-centric environment with supportive policies.
  
• Benefit from family-friendly and flexible work arrangements.
  
• Access our Performance Advancement and Career Enhancement (PACE) initiative and discover opportunities for both personal and professional growth. From tailored career development plans to expert counseling services, PACE empowers you to chart your course to success with confidence and clarity.
  Elevate your career trajectory with our Learning & Development (L&D) program. Join our team and embark on a transformative journey of upskilling and self-discovery. With continuous learning as your compass, you'll not only enhance your expertise but also open doors to new opportunities, paving the way for career growth and fulfillment.
  
  

Please note : At Spearhead Technology, we value the importance of collaboration, learning, and fostering connections with clients, peers, leaders, and communities. While some in-person engagement may be required for certain roles, we are committed to providing flexibility to accommodate your individual work-life balance needs.

As an equal opportunities’ employer, Spearhead Technology welcomes and encourages applications from all members of society. We are dedicated to creating an inclusive environment where diversity is celebrated, and individuals are valued for their unique perspectives and contributions. We do not discriminate on the basis of race, religion or belief, ethnicity, disability, age, citizenship, marital or civil partnership status, sexual orientation, or gender identity.

Key Responsibilities

Required Qualifications

Preferred Qualifications

About Our Company
Ameriprise India LLP has been providing client based financial solutions to help clients plan and achieve their financial objectives for 125 years. We are a U.S. based financial planning company headquartered in Minneapolis with a global presence. The firm’s focus areas include Asset Management and Advice, Retirement Planning and Insurance Protection. Be part of an inclusive, collaborative culture that rewards you for your contributions and work with other talented individuals who share your passion for doing great work. You’ll also have plenty of opportunities to make your mark at the office and a difference in your community. So if you're talented, driven and want to work for a strong ethical company that cares, take the next step and create a career at Ameriprise India LLP.

Ameriprise India LLP is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, genetic information, age, sexual orientation, gender identity, disability, veteran status, marital status, family status or any other basis prohibited by law.

Full-Time/Part-Time

Timings

India Business Unit

Job Family Group

Imaging Endpoints (IE) is an Imaging Technology and Imaging Clinical Research Organization (iCRO). We are passionately focused on our vision to Connect Imaging to the CureTM. Everything we do is aligned with this singular purpose. We work every day excited to advance imaging science, technology, and services to bring curative technologies to humankind. We have supported many of the most impactful new drug approvals in oncology, and we are seeking the most talented individuals globally that are passionate in their desire to assist us in our mission to customize each clinical trial’s imaging to optimize the opportunity to demonstrate efficacy.

Imaging Endpoints is based in Scottsdale, Arizona, with offices in Cambridge, Massachusetts; London, UK; Leiden, Netherlands; Basel, Switzerland; Hyderabad, India and Shanghai, China. We are an affiliate of HonorHealth, one of the largest healthcare systems nationally, and Scottsdale Medical Imaging Limited (SMIL/RadPartners), the largest private radiology group in the United States. We are recognized as the world’s largest and most preeminent iCRO in oncology.

The Executive Administrative Assistant / Lead Executive Administrative Assistant is primarily responsible for assisting in supporting the Imaging Endpoints executives in various duties including scheduling meetings, travel arrangements, and coordination of the work for both the CEO and/or CMO. The Executive Administrative Assistant / Lead Executive Administrative Assistant also provides document review/proofing, filing, and general administration of the Scottsdale office

RESPONSIBILITIES

Administrative Responsibilities

• Represents both CEO and/or CMO in all communications with clients, internal staff and the general public
• Assists in oversight of, and is familiar with, the CEO and/or CMO calendars to ensure organizational objectives are met within desired timeframes
• Assists in managing the daily workflow of the CEO and/or CMO; responding quickly to changing priorities.
• Assists in the management and coordination of administrative assistant activities related to travel arrangements for CEO and CMO and approve travel arrangements for all employees
• Attend meetings with CEO, understand the business, create minutes with “to do” lists and then facilitate follow-up with the executive team to ensure the items on the “to do” list are accomplished
• Document review and collaboration on training to excellence
• Assist the Lead Executive Administrative Assistant and CEO in managing marketing materials, public relations and press-releases, websites, LinkedIn and coordinate the many tasks required for tradeshows
• Assist in business development initiatives
• Maintain highly confidential documents and files for executives
• Prepare materials for internal and external meetings as assigned, including extensive use of PowerPoint and Word
• Assist in the office management portion of new hire employee onboarding checklist, including ordering of business cards, name plates, scheduling travel and distribution of onboarding agenda prior to date of hire and work with IT to provide onboarding training on phone and voicemail system and other onboarding tasks as needed
• Performs other tasks as assigned

Office Responsibilities

• Assist in management of Company website and associated vendors
• Assist with marketing materials and associated vendors
• Assist in management of office maintenance and associated vendors
• Assist in ensuring a safe, functional and comfortable office environment is maintained
• Assist in management of office supplies and orders; maintaining inventory and proper supply levels
• Assist with organization and coordination of vendors, in adherence to established budgets, to plan and organize companywide celebrations, and holiday events
• Collaborate with the Executive Administrative Assistant and IT department to secure, create inventory structure and maintain all internal IE office and building access keys and employee and temporary badges
• Performs other tasks as assigned

EDUCATION AND EXPERIENCE

• 5+ years of relevant executive level administrative experience and education; degree preferred
• Excellent verbal and written communication skills
• Excellent computer skills including all MS Office applications
• Proven experience supporting C-level executives and interfacing with physicians and high-level clients

SKILLS

• Positive “can do” attitude in a high-demand environment with constantly changing tasks and priorities; willing to jump in to assist whenever necessary
• Service oriented approach, flexible and proactive towards adapting to clients' needs
• Ability to coordinate project activities with diverse groups and individuals
• Must have great attention to detail and excellent oral and written communication skills
• Ability to excel in a team environment
• Must have the ability to learn quickly, develop robust procedures for critical tasks, multitask and work under pressure
• Must have strong time management, and organizational skills. Prioritizing workload to the changing needs of the day to day business is also a critical skill.
• Able to quickly and accurately assess the importance of a phone call, email, or document and take appropriate action to involve the appropriate parties
• Work precisely per all procedures, rules and regulations
• Must maintain strict confidentiality of sensitive data, records, files, conversations, etc.
• Self-motivated and able to grasp new concepts quickly

IMAGING ENDPOINTS’ TEAM CHARACTERISTICS

• Passion to Connect Imaging to the CureTM and pursue a meaningful career by improving the lives of cancer patients through imaging
• Strong desire to be part of a dynamic, global team working closely together and growing year after year in a rewarding environment to help humanity through imaging
• Commitment and caring for our fellow team members, their families, and the communities IE serves - see Caring Endpoints
• Integrity and high ethical standards; we always do the right thing
• High intellect and ingenuity; we enjoy solving problems, finding a better way, and the challenge of making a difference by improving lives
• Structured, organized, detail-oriented, and self-motivated; we approach each day with a detailed plan and excitement to accomplish the day’s objectives while striving to improve ourselves and IE everyday
• Accountable; we do what we say and communicative effectively to meet deadlines; we enjoy advancing clinical trials, helping patients, and celebrating success
• High standard for excellence; we proof our own work, hold high standards for ourselves and our team, and always prioritize quality above all else

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk and hear. The employee is frequently required to sit. Specific vision abilities required by this job include close vision, color vision, ability to adjust focus.

Travel: N/A

Job Title : Executive Administrative Assistant

Experience Level : 3+ years.

Location : Vadodara, Gujarat, India / WFH

Shift Time: US Shift

Primary Responsibilities:

● Document Management : Organize online folders, maintain file structures across Google Drive, immediate availability for real-time document sharing during business hours.

● Entity Management : Create new LLCs, manage ongoing compliance for multiple entities, coordinate with attorneys for filings and renewals, and maintain corporate records.

● Technology Administration : Monday.com expert (implement improvements and optimize workflows), Canva master for marketing materials, CRM management, and optimization.

● External Communications : Professional communication with lenders, banks, insurance, and legal counsel, coordinate third-party inspections up to $2,000

● Project Management : Coordinate multi-step projects, track timelines and deliverables, facilitate team collaboration

● Specialized Tasks : Organize closing documents, manage cost-segregation studies, and handle registered agent coordination

Example of Decision-Making Authority:

● Approved : Up to $2,000 for inspection reports and standard vendor services

● Requires Approval : Structural changes, DocuSign documents, LLC formation docs

Required Qualifications:

● 3 to 5+ years executive administrative experience (real estate/finance preferred)

● Expert proficiency in Monday.com, Canva, Google Suite, and CRM systems

● Proven experience with LLC formation and corporate compliance

● Exceptional communication for interactions with banks, attorneys, and insurance

● Strong project management and confidentiality with sensitive information