Executive Secretary

About the Project

We are seeking a highly organized and proactive Secretary & Office Manager to be the operational cornerstone of our team. The company involves multiple international teams working across concurrent workstreams to deliver a state-of-the-art product.

This role is critical to our success, ensuring the seamless operation of our Indian development center and providing vital administrative support to the project's leadership team.

Job Summary

Office Manager

The ideal candidate is a trustworthy and detail-oriented professional with experience supporting senior executives and managing office operations within a fast-paced technology environment.

Key Responsibilities

Office Management:

• Manage all day-to-day administrative operations of the office to ensure a smooth and efficient workflow.
• Oversee the procurement of all office supplies, furniture, and IT equipment (laptops, peripherals) for new and existing team members, in line with the project budget.
• Act as the primary point of contact for all office-related vendors, including landlords, suppliers, and service providers, managing relationships and contracts.
• Manage the office budget, process invoices, and meticulously track expenses.
• Assist with the onboarding process for new hires, ensuring they have the necessary resources and access from day one.
• Coordinate all travel logistics, including flights and accommodation, for team members, particularly for travel between India and Dubai.

Secretarial & Executive Support:

• Provide comprehensive administrative support to the senior project leadership team.
• Manage and maintain complex calendars, schedule appointments, and coordinate internal and external meetings across different time zones.
• Prepare agendas, presentations, and other materials for key project meetings, such as the Weekly Progress Meeting and Bi-weekly Steering Committee.
• Attend key meetings to record, transcribe, and distribute accurate minutes and action items.
• Handle confidential correspondence and information with the utmost discretion.
• Act as a key communication liaison between the management team, various workstreams, and external partners.

Required Skills and Experience

• 3-5+ years of combined experience

  in an Office Management, Executive Assistant, or Secretarial role, preferably within a technology company, startup, or project-based organization.
• Proven experience providing direct administrative support to senior-level executives (Director, VP, or C-Level).
• Demonstrable experience in managing office operations, including procurement, vendor management, and budget tracking.
• Exceptional organizational, time-management, and multitasking skills, with a keen eye for detail.
• Excellent written and verbal communication skills in English.
• High level of proficiency with modern office software, including MS Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Ability to work independently, take initiative, and handle sensitive information with integrity and confidentiality.



Preferred Qualifications

• Experience working in a company with international operations or distributed teams.
• Experience in a fast-paced, high-growth environment.
• A proactive approach to identifying and addressing operational needs before they become issues.