Admin Executive at Arcadis in Navi Mumbai, Maharashtra, IN

Arcadis is the world's leading company delivering sustainable design, engineering, and consultancy solutions for natural and built assets.

We are more than 34,000 people, in over 30 countries, dedicated to improving quality of life. Everyone has an important role to play. With the power of many curious minds, together we can solve the world’s most complex challenges and deliver more impact together.

Role description:

The Executive Administrator provides high-quality administrative and operational support to leaders and/or business teams, ensuring efficient day-to-day operations. The role is responsible for managing calendars, coordinating meetings, arranging travel, processing expenses, maintaining trackers, supporting team activities, and delivering timely administrative assistance across a range of business processes.

The successful candidate will be highly organised, detail-oriented, customer-focused, and capable of managing multiple tasks while maintaining a high level of accuracy and professionalism.

Role accountabilities: Administrative Support

• Provide administrative support to assigned leaders and/or business teams.
• Manage calendars, schedule meetings, coordinate invitations, and resolve diary conflicts.
• Support inbox management, monitor shared mailboxes, prioritise requests, and ensure timely follow-up on actions.
• Draft, format, and proofread documents, reports, presentations, and correspondence.

Meeting & Team Coordination

• Organise internal and external meetings, including room bookings, catering, technology setup, and meeting logistics.
• Prepare agendas, meeting packs, action logs, and meeting minutes where required.
• Track actions and follow up with stakeholders to ensure completion.
• Support team engagement activities, town halls, workshops, leadership visits, and team events.

Travel & Expense Management

• Arrange domestic and international travel bookings, including flights, accommodation, ground transportation, and itineraries.
• Coordinate visa documentation and travel-related requirements where applicable.
• Prepare and process expense claims and reimbursement requests in accordance with company policies.
• Maintain travel and expense trackers and ensure supporting documentation is retained.

Tracker & Reporting Support

• Maintain and update team trackers, action logs, resource plans, holiday trackers, onboarding trackers, and operational dashboards.
• Support data gathering, reporting, and routine business updates.
• Assist in preparing management reports and presentations using Excel and PowerPoint.
• Ensure trackers and records remain accurate and up to date.

Document & SharePoint Administration

• Maintain organised filing systems and documentation repositories.
• Upload, manage, and maintain documents within SharePoint and other internal systems.
• Ensure information is accessible, current, and compliant with company standards.

Finance & Procurement Support

• Raise purchase orders and support procurement activities.
• Process invoices and maintain records of approvals and payments.
• Liaise with Finance and Procurement teams to resolve administrative queries.
• Support budget tracking and financial administration activities as required.

Team Support & Onboarding

• Coordinate onboarding activities for new starters, including equipment requests, induction schedules, and access requirements.
• Support offboarding and employee lifecycle administration.
• Assist with resource planning and administrative coordination across the team.
• Provide general support to team members to ensure smooth business operations.

General Responsibilities

• Prioritise workload effectively and meet agreed service levels and deadlines.
• Maintain confidentiality when handling sensitive information.
• Support continuous improvement of administrative processes and ways of working.
• Undertake additional administrative duties as required by leadership.

Qualifications & Experience:

• Previous experience in an Administrative Assistant, Executive Administrator, Team Assistant, or similar support role is preferable.
• Strong organisational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Outlook, Excel, PowerPoint, Word, Teams, and SharePoint.
• Experience managing calendars, travel bookings, expenses, and meeting coordination.
• Ability to manage multiple priorities in a fast-paced environment.
• Attention to detail and commitment to accuracy.
• Professional and customer-focused approach.

Why Arcadis?

We can only achieve our goals when everyone is empowered to be their best. We believe everyone's contribution matters. It’s why we are pioneering a skills-based approach, where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together.

You’ll do meaningful work, and no matter what role, you’ll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark, on your career, your colleagues, your clients, your life and the world around you.

Together, we can create a lasting legacy.

Join Arcadis. Create a Legacy.

Our Commitment to Equality, Diversity, Inclusion & Belonging

We want you to be able to bring your best self to work every day which is why equality and inclusion is at the forefront of all our activities. Our ambition is to be an employer of choice and provide a great place to work for all our people. We are an equal opportunity employer; women, minorities, and people with disabilities are strongly encouraged to apply. We are dedicated to a policy of non-discrimination in employment on any basis including race, caste, creed, colour, religion, sex, age, disability, marital status, sexual orientation, and gender identity.

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