Executive Support & Resource Coordinator

We are seeking a highly organized, proactive, and exceptionally detail-oriented Executive Assistant & Resource Coordinator to provide comprehensive administrative and operational support to Global Head of Product Engineer and CIO India. This pivotal role extends beyond traditional executive assistance, requiring a strong aptitude for managing departmental resources, optimizing workflows, and ensuring the smooth allocation of personnel and tools to meet strategic objectives. The ideal candidate will be a trusted partner, capable of anticipating needs and driving efficiencies across the executive's portfolio. Key Responsibilities: Executive Support & Administration: Manage calendars, including scheduling meetings, appointments, and conferences, where there are large teams collaboration, required. Coordinate domestic and international travel arrangements, including itineraries, bookings, and expense reports. Prepare and edit correspondence, communications, presentations, and other documents. Organize and prepare for meetings, including agenda creation, minute-taking, tracking action items, and distributing materials. Handle sensitive information with the utmost discretion and confidentiality. Manage and submit expense reports and process invoices promptly. Departmental Resource & Operations Management: Team Capacity Tracking: Maintain a clear overview of team/departmental capacity, tracking availability, project assignments, and planned leave (vacation, training). Resource Allocation Support: Assist the executive and relevant managers in understanding team bandwidth and making informed decisions about resource allocation for current and upcoming projects or initiatives. Onboarding/Offboarding Coordination: Facilitate the administrative aspects of new employee onboarding and departing employee offboarding within the department, ensuring smooth transitions for resources, access, and equipment. Procurement Support: Initiate and track purchase requisitions (PRs) and potentially assist with purchase orders (POs) for departmental needs (e.g., specialized software tools, office supplies, training courses), ensuring budget adherence and timely delivery. Qualifications: Proven experience (5 to 7 years) as an Executive Assistant, ideally supporting senior leadership. Demonstrable experience or strong aptitude for resource planning, operational coordination, or project support roles. Exceptional organizational and time-management skills, with the ability to manage multiple priorities simultaneously. Strong verbal and written communication skills, with a professional and polished demeanor. High level of discretion and ability to handle confidential information with integrity. Proactive, resourceful, and a problem-solver with a strong attention to detail. Ability to anticipate needs and work independently with minimal supervision. Experience with budgeting or procurement processes is a significant plus. Desired Attributes: A natural collaborator who enjoys facilitating team success. Resilient and adaptable to a fast-paced, changing environment. Technologically savvy and quick to learn new systems. Customer-centric approach, whether supporting internal teams or external partners.