Executive Admin Support

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:

Provide Executive Support to the Managing Director

• • 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.

  Manage Office Administration & Workplace Operations

  • • 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.

    Drive Vendor & Facilities Management

    • • 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.

      Support Employee Experience & Workplace Services

      • • 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 Travel & Events

        • • 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.

          Drive Administration Governance & Reporting

          • • 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:

Technical

• • 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.

  Leadership & Collaboration

  • • 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.