Executive Administrative Assistant

About Hygenco:

Hygenco aims to be a global leader in deploying Green Hydrogen and Green Ammonia-powered industry solutions. We develop and deploy scaled-up, commercially attractive Green Hydrogen and Green Ammonia production assets. We combine our in-house expertise in renewable power, process industry, gases, and project financing with the latest innovation and know-how from our network of global OEMs and EPC firms. Hygenco is founded by industry professionals bringing in a combined 30+ years of experience in Construction, Renewables, Operations & Maintenance, Investment banking and Private Equity.

We are seeking a highly organised and efficient Executive Assistant to provide comprehensive administrative support to our executive team. As an Executive Assistant, you will play a crucial role in ensuring smooth day-to-day operations, facilitating effective communication, and managing various administrative tasks. Your professionalism, discretion, and attention to detail will contribute to the success and efficiency of our organisation.

Skills:

• Meticulous attention to detail and accuracy with strong planning and organisational skills.
• Proficient in Microsoft Office (Word, PowerPoint, Outlook and Excel).
• Excellent secretarial and verbal communication skills
• Ability to work flexibly with and for others
• Ability to respond positively and proactively to colleagues and external contacts
• Excellent attention to detail and presentation
• Highly proactive and self-directed with the ability to work independently effectively
• Good networking skills and relationship builder, both internally and externally
• Flexible and approachable with a positive and collaborative approach to problem-solving
• Assertive with an outcome-focused approach and friendly and helpful disposition

Key responsibilities:

Executive Support:

• Manage the executive’s calendar, appointments, and travel arrangements (domestic and international). Provide necessary support for travel arrangements and itineraries (incl Visa support, Ticket booking, accommodation, local travel, reimbursements etc)
• Key point of contact for the senior leadership team, proactively managing internal/external enquiries and communication
• Coordinate meetings, conferences, and presentations, ensuring seamless logistics
• Prepare and edit correspondence, reports, and presentations with high accuracy and confidentiality. Take and type up minutes of meetings as directed and coordinate post-meeting correspondence to follow up on actions to all relevant parties.
• Screen calls, emails, and correspondence, responding or redirecting as appropriate

Operational & Administrative:

• Maintain and organise documents, files, and records (both physical and digital).
• Track and reconcile expense reports, budgets, and invoices.
• Liaise with internal teams and external stakeholders on behalf of the executive.
• Support project coordination, follow-ups, and status tracking of key deliverables

Communication & Coordination:

• Draft internal and external communications, ensuring clarity and tone alignment with leadership.
• Assist in preparing briefing materials, agendas, and minutes for meetings.
• Build and maintain professional relationships across departments and with clients/partners.

HR Support:

• Prepare Excel & PPT reports as required
• Support HR in organising team activities and other admin activities like maintaining MIS etc, Do background checks for new joiners.

Confidentiality & Judgment:

• Handle sensitive and confidential information with discretion, maintaining a high level of confidentiality and professionalism
• Anticipate the needs of the executive and proactively address issues before they arise.

Essential Qualifications & Experience:

• Graduate/Postgraduate
• 4 to 6 years of experience working in an EA role
• Immediate joiner will be preferred

Technical Skills:

• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools like Google Workspace, Slack, or Microsoft Teams.
• Experience with travel management systems, calendar tools, and expense reporting software.