Office Administrator at Varian

Key Requirements

• Provide administrative support to executives, including email and phone correspondence, calendar management, and travel arrangements.
• Maintain a structured approach to handling emails and documents, ensuring quick access and systematic follow-up.
• Plan and coordinate all travel bookings (flights, accommodation, visas) and meetings for the Directors and department members for summits and global meetings.
• Establishes and maintains accurate records, filing, and follow-up systems in accordance with needs of the office.
• Coordinate schedules among executive team members and plan the logistics of each meeting.
• Plan and facilitate company-wide events or communications that upper management has created.
• Organize and plan all company outings and events.
• Perform other administrative tasks as needed.
• Manage IT related 3rd relations with vendors (quotes, contracts, invoices).
• Responsible for the office reception duties.
• Manage office supplies stock i.e., looking for suppliers, comparing quotes and finally placing orders.

Minimum Required Skills And Knowledge

• Minimum of 4 years' experience in a similar role.
• Excellent fluency in English verbal, spoken and written is mandatory.
• Outstanding interpersonal skills & communication skills.
• Must be a self-motivated team player.
• Active listener, highly organized, multi-task oriented and works well in a changing environment.
• Computer literate with MS Windows and Office.
• Proficient in utilizing business tools such as: E-mail, Microsoft Word, Excel, Teams and PowerPoint.
• Creative, self-disciplined and capable of identifying and completing critical tasks independently and with a sense of urgency.
• Must understand team collaboration in a matrix environment and have effective networking/relationship building skills at all levels within and outside of the organization.
• Able to work independently, make decisions within the scope of this role and adhere to the corporate policies and procedures.
• Be a critical thinker with a clear communication style who is pro-active, logical, analytical and results oriented.
• Exceptional organizational abilities and problem-solving attitude.