The posting
Join the team as our new Executive – Administration & Executive Support – India
You will be responsible for providing comprehensive executive support to the Managing Director while overseeing office administration, workplace operations, vendor management, and employee experience initiatives. As a key partner to the Managing Director and internal stakeholders, you will ensure seamless day-to-day operations, effective leadership coordination, and a well-organised workplace while maintaining the highest standards of professionalism, confidentiality, and operational excellence.
What You'll Do:
- Manage the Managing Director's calendar, meetings, appointments, and travel schedules.
- Coordinate domestic and international travel arrangements, ensuring seamless planning and execution.
- Prepare presentations, reports, meeting agendas, and professional correspondence.
- Track leadership action items, follow-ups, and key deliverables to ensure timely completion.
- Organise leadership meetings, town halls, business reviews, and other leadership engagements.
- Record meeting minutes and maintain governance trackers to support effective follow-through.
- Handle confidential and sensitive information with the highest level of discretion.
- Act as a key liaison between the Managing Director and internal and external stakeholders.
- Oversee day-to-day office administration and operational activities.
- Ensure workplace readiness, facilities management, and a smooth office environment.
- Coordinate housekeeping, security, maintenance, and other workplace services.
- Manage office supplies, equipment, and general workplace requirements.
- Partner with building management and service providers to ensure efficient office operations.
- Identify opportunities to improve administrative processes and workplace efficiency.
- Manage vendor relationships and monitor service delivery and performance.
- Track vendor contracts, renewals, invoices, and purchase orders.
- Support procurement activities and invoice processing.
- Coordinate with vendors and service providers to ensure timely resolution of operational requirements.
- Maintain accurate vendor documentation and support effective cost and service management.
- Coordinate employee onboarding and offboarding activities from an administrative perspective.
- Manage workstation setup, seating arrangements, access cards, and visitor management.
- Support employee engagement events, wellness initiatives, and workplace activities.
- Coordinate administrative requirements for leadership visits and employee-facing initiatives.
- Ensure employees have the necessary workplace support and facilities to perform effectively.
- Coordinate domestic and international travel arrangements for employees and leadership.
- Manage event logistics, including hospitality, transportation, and venue bookings.
- Support the planning and execution of leadership meetings, town halls, employee events, and business engagements.
- Ensure travel and event arrangements are organised, timely, and aligned with business requirements.
- Maintain accurate administrative records, trackers, and documentation.
- Support budget monitoring, expense tracking, and administrative reporting.
- Track administrative processes and ensure timely completion of relevant activities.
- Support compliance with company policies, procedures, and administrative standards.
- Identify opportunities for process improvement, operational efficiency, and effective resource utilisation.
What It Takes:
- Bachelor's degree in Business Administration, Commerce, Management, or a related field.
- 4–8 years of experience in Executive Assistant, Administration, Office Management, or Operations roles.
- Strong proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
- Experience managing executive calendars, travel arrangements, meetings, presentations, and leadership documentation.
- Experience coordinating office administration, facilities, vendors, procurement, and workplace services.
- Ability to maintain administrative records, governance trackers, reports, and documentation.
- Experience supporting budget monitoring, invoice processing, purchase orders, and vendor contracts.
- Familiarity with employee onboarding, offboarding, workplace coordination, and event management.
- Experience supporting senior leaders, Directors, or Managing Directors is preferred.
- Strong communication and interpersonal skills, with the ability to engage professionally with internal and external stakeholders.
- Ability to coordinate effectively with vendors, service providers, building management, and cross-functional teams.
- Strong organisational and time-management skills, with the ability to manage multiple priorities simultaneously.
- Ability to anticipate leadership and workplace requirements and proactively coordinate solutions.
- Strong stakeholder management skills with a focus on responsiveness, professionalism, and relationship building.
- Experience working in multinational, technology, engineering, or high-growth organisations is preferred.
