Executive and Office Administrative Assistant

The Executive and Office Administrative Assistant is responsible for providing an effective, proactive and timely personal administrative support to Senior leadership in order to allow focus on delivery and achievement of the business strategic goals. The job involves organizing and scheduling meetings and events, liaison with facilities and, oversight of office functions and a variety of internal coordination and logistics support. This position is also part of the Global administration team to ensure global consistency and support.

Key Responsibilities:

Executive & Leadership Support

• Manage complex calendars, travel, and confidential communications for senior leaders.
• Coordinate meetings, agendas, minutes, and follow-ups.
• Lead logistics for leadership events, workshops, and governance boards.

Office Administration & Experience

• Serve as the Hyderabad office’s main administrative contact and partner with respective departments for events
• Manage visitors to the Hyderabad site including owning Executive agendas
• Ensure smooth daily operations and a professional office environment.
• Any other administrative duties required at the site.

Travel & Expense Management

• Accountable for all travel bookings, visas, and accommodations for India-based employees.
• Working as part of a global team, responding to shared global outlook inbox queries related to global travel, company credit cards and other general admin.
• Manage expense claims and ensure policy compliance.

Global Collaboration & GCoE Support

• Work with global admin teams to ensure consistency and support global initiatives.
• Support the Global Center of Excellence by collecting data and preparing summary reports.

Project & Event Management

• Lead regional projects, manage schedules, and drive engagement events.
• Coordinate internal communications and stakeholder meetings.
• Monitor resource utilization and spending patterns to ensure efficiency.

Skills:

Excellent interpersonal, verbal and written communication skills.

Proven experience in all Microsoft Office packages.

Highly organized with the ability to prioritise workload and manage multiple conflicting deadlines with attention to detail and within agreed timelines.

Proven influencing skills

A flexible attitude with respect to work assignments and new learning

Must have the ability to work methodically in a fast-paced, time-sensitive environment.

Shows initiative and self-confidence, is adaptable and can cope with changing and evolving priorities.

Ability to identify and implement process improvements.

A self-starter and able to work under own initiatives.

Ability to operate collaboratively within a global team environment.

Takes ownership and responsibilities.

Knowledge and Experience:

Knowledge of working in a fast-paced matrix organization.

Experience of working within teams across various countries and cultures.

2-5 years of experience in similar role and environment.

Experience of organising, supporting and delivering events and projects e.g. workshops, governance boards and other events involving external stakeholders, as well as delivering discrete packages / initiatives

Experience of co-ordinating complex requirements and multiple demands, liaising with a range of internal colleagues (including senior staff) and external stakeholders.

Basic understanding of Procurement and Finance department.

Experience of planning complex travel and associated travel visas.

Education

English: Fluent.

Bachelor’s degree or equivalent qualification/experience in business administrative role