Administrative Assistant IT

We are looking for a competent Executive Administrative Assistant to provide secretarial, administrative, functional support. The candidate shall assist the VP-IT on a variety of tasks relating to day-to-day management of MKS IT Organization in India. The ideal candidate is self-motivated and organized, analysis and detail oriented and timeline focused to be able to prioritize and manage work in a fast-paced, growth-oriented environment.

Key Responsibilities:

• Calendar Management and administration support 

• Maintains management’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel 

• Arrange travel, hotel and dining arrangements as needed 

• Minutes of meetings, and distribute and follow up on Projects

• Produce professional quality reports, presentations and briefs, produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. 

• Develop and carry out an efficient documentation and filing system 

• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications. 

• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies. 

• Contributes to team effort by accomplishing related results as needed. 

• Receive incoming calls and emails; take messages, manage calendars, respond appropriately and route correspondence to the appropriate executive of staff member 

• Handle requests, feedback and queries quickly and professionally 

• Basic Data processing skills, prepares presentations 

• Drive simple projects for VP IT’s office with strong in follow-ups, and minutes of meetings etc.

• Requires in-depth knowledge of company operations, policies, and procedures

• Handles details of a highly confidential and critical nature

• Collects and prepares information for use in discussions/meetings/presentations

• Makes high level contacts of a sensitive nature inside and outside the company

• Requires a professional certification or equivalent experience in working with senior level leaders, as well as experience with customers, vendors, visitors, and other executives 

Educational Qualifications and key skills:

• Bachelor’s/Master’s degree with at least 5 years of relevant experience

• Proven experience as an administrative assistant, executive assistant or in other secretarial position 

• Office management systems and procedures 

• Advanced Microsoft Office skills

• Knowledge of ERP and productivity applications systems like Oracle, SAP, Workday, Ariba, Service Now etc. would be considered an advantage 

• Up to date with advancement in office gadgets and applications 

• Proficiency in English, High level of verbal and written communications skills 

• Discretion and confidentiality 

• Strong organizational, project management and problem-solving skills with impeccable multi-tasking and time management skills 

• Interpersonal skills, friendly and professional demeanor 

• Ability to stay calm and on-task in high-stress situations

• Physical Demands & Working Conditions:

Physical Demands & Working Conditions:

• Perform activities such as sitting, standing, or typing for extended periods of time

• Regularly requires good manual dexterity and coordination

• Must be able to communicate information and ideas so others will understand

• Must be able to exchange accurate information

• The ability to observe documents and details at close range (within a few feet of the observer)

• Operates in a professional office environment

• Constantly operates a computer and other office productivity machinery

Globally, our policy is to recruit individuals from wide and diverse backgrounds. However, certain positions require access to controlled goods and technologies subject to the International Traffic in Arms Regulations (ITAR) or Export Administration Regulations (EAR). Applicants for these positions may need to be “U.S. persons.” “U.S. persons” are generally defined as U.S. citizens, noncitizen nationals, lawful permanent residents (or, green card holders), individuals granted asylum, and individuals admitted as refugees.

MKS Instruments, Inc. and its affiliates and subsidiaries (“MKS”) is an affirmative action and equal opportunity employer: diverse candidates are encouraged to apply. We win as a team and are committed to recruiting and hiring qualified applicants regardless of race, color, national origin, sex (including pregnancy and pregnancy-related conditions), religion, age, ancestry, physical or mental disability or handicap, marital status, membership in the uniformed services, veteran status, sexual orientation, gender identity or expression, genetic information, or any other category protected by applicable law. Hiring decisions are based on merit, qualifications and business needs. We conduct background checks and drug screens, in accordance with applicable law and company policies.  MKS is generally only hiring candidates who reside in states where we are registered to do business.

MKS is committed to working with and providing reasonable accommodations to qualified individuals with disabilities. If you need a reasonable accommodation during the application or interview process due to a disability, please contact us at: [email protected] .

If applying for a specific job, please include the requisition number (ex: RXXXX), the title and location of the role