Executive Admin Support

Join our team as an Executive – Administration & Executive Support based in India, where you will play a pivotal role in providing comprehensive support to the Managing Director. Your responsibilities will span managing executive schedules, overseeing office administration, coordinating vendor relationships, and enhancing employee experience initiatives. Acting as a trusted partner to the Managing Director and internal stakeholders, you will ensure smooth daily operations, effective leadership coordination, and a well-organized workplace while upholding professionalism, confidentiality, and operational excellence.

Key Responsibilities

Executive Support to the Managing Director:
Manage the Managing Director’s calendar, meetings, appointments, and travel arrangements, both domestic and international. Prepare presentations, reports, meeting agendas, and professional correspondence. Track leadership action items and key deliverables to ensure timely follow-up. Organize leadership meetings, town halls, business reviews, and other engagements, including recording minutes and maintaining governance trackers. Handle confidential information with discretion and act as a liaison between the Managing Director and internal or external stakeholders.

Office Administration & Workplace Operations:
Oversee daily office administration and operational activities to maintain a smooth and efficient workplace. Ensure workplace readiness by managing facilities, housekeeping, security, maintenance, and office supplies. Collaborate with building management and service providers to optimize office operations. Identify and implement opportunities to improve administrative processes and workplace efficiency.

Vendor & Facilities Management:
Manage vendor relationships by monitoring service delivery, performance, and contract renewals. Track invoices, purchase orders, and support procurement activities. Coordinate with vendors and service providers to resolve operational requirements promptly. Maintain accurate vendor documentation to support cost and service management.

Employee Experience & Workplace Services:
Coordinate administrative aspects of employee onboarding and offboarding. Manage workstation setups, seating arrangements, access cards, and visitor management. Support employee engagement events, wellness initiatives, and workplace activities. Assist with administrative requirements for leadership visits and employee-facing programs, ensuring employees have the necessary support and facilities to perform effectively.

Travel & Event Coordination:
Arrange domestic and international travel for employees and leadership. Manage event logistics including hospitality, transportation, and venue bookings. Support planning and execution of leadership meetings, town halls, employee events, and business engagements. Ensure all travel and event arrangements are timely, organized, and aligned with business needs.

Administration Governance & Reporting:
Maintain accurate administrative records, trackers, and documentation. Support budget monitoring, expense tracking, and administrative reporting. Ensure compliance with company policies and administrative standards. Identify opportunities for process improvements, operational efficiency, and effective resource utilization.

Required Qualifications

Bachelor’s degree in Business Administration, Commerce, Management, or a related field. Four to eight years of experience in Executive Assistant, Administration, Office Management, or Operations roles. Strong proficiency in Microsoft 365 applications including Outlook, Word, Excel, PowerPoint, and Teams. Demonstrated experience managing executive calendars, travel, meetings, presentations, and leadership documentation. Proven ability to coordinate office administration, facilities, vendors, procurement, and workplace services. Skilled in maintaining 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.

Preferred Qualifications and Benefits

Experience supporting senior leaders such as Directors or Managing Directors is preferred. Excellent communication and interpersonal skills with the ability to engage professionally with internal and external stakeholders. Strong collaboration skills to coordinate effectively with vendors, service providers, building management, and cross-functional teams. Exceptional organizational and time-management abilities to handle multiple priorities simultaneously. Proactive approach in anticipating leadership and workplace needs and delivering solutions. Strong stakeholder management focused on responsiveness, professionalism, and relationship building. Experience working in multinational, technology, engineering, or high-growth organizations is an advantage.

This role offers the opportunity to work closely with senior leadership in a dynamic environment, contributing to the operational excellence and employee experience of a growing organization.