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.