Job Description
The Role
Job Overview
The Global Business Support (GBS) function provides assistance to the firms offices through its teams, including Document Production, Design Studio, Junior Executive Assistants, Virtual Assistants and World Firm EAs.
As the Operations Lead , you will assist with the direct management of allocated Executive Assistants (EA) and Administrative Assistants (AA) in Hyderabad office. Additionally, youll play a role of an EA to allocated GBS stakeholders. The key hours are across days and afternoon. At reasonable request, adjustment to working hours will be expected.
Who you will work with
You will report to Sr. Manager, VA Team, however, you will work closely with all GBS Managers in working efficiently with the London, Delhi, Hyderabad, Newcastle and Warsaw teams, to ensure the service is seamless in its delivery
What you will be responsible for
Line Management for allocated Executive and Administrative Assistants in Hyderabad office, ensuring that all members provide a professional and seamless service.
Executive Assistant support to allocated Stakeholders.
What you will do
People and Performance Management
- Support Sr. Manager, VA Team with activities such as induction and training sessions and ongoing coaching for the team.
- Ensure fair workload distribution across the team and promote cross-training to enhance collective expertise.
- Develop, implement, and maintain SOPs to ensure consistent and efficient stakeholder support.
- Proactively identify opportunities for team growth, process enhancements, and innovative service development.
- Identify skill gaps within the team and coordinate targeted training sessions to enhance overall competency and service quality.
- Plan and conduct Three Conversations in collaboration with Sr. Manager, VA Team.
- Ensure accurate real-time updates across all tracking tools and maintain overall housekeeping.
- Address operational and people-related challenges with a problem-solving mindset.
- Oversee the seamless onboarding and induction of new joiners, ensuring timely system access and structured training.
- Provide assistance to wider GBS Managers as required. Establish collaborative working relationships with other GBS teams, reinforcing a unified One Team culture.
- Implement and ensure compliance with all departmental policies and procedures.
Stakeholder Business Partnering
- Foster trust and build strong relationships with stakeholders and the wider VA Team through proactive communication and regular feedback loops.
- Ensure the provision of high-quality support to stakeholders by diligently monitoring teams deliverables, utilisation, actively seeking feedback, and identifying areas for improvement.
- Manage unexpected tasks with agility, promptly notify the manager of incidents, and suggest process improvements to mitigate future risks.
- Conduct thorough RCAs and introduce quality control measures, ensuring real-time incident updates to the manager.
Executive Assistant Support
As an EA, you will provide executive assistance and support to the allocated Stakeholders, including, and not limited to:
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Inbox Management:
Prioritise and streamline email correspondences, keeping the inbox organised and junk-free. File emails systematically to prevent overflow and ensure easy retrieval. Respond on behalf of the stakeholder when required. -
Calendar Meeting Management:
Proactively plan and manage dynamic calendars, resolving scheduling conflicts efficiently. Arrange meeting logistics, including agendas, pre-reads, and coordination. Attend meetings, take minutes, and circulate action points in a timely manner. -
Travel Management:
Organise comprehensive travel itineraries, including flights, rail, taxis, hotels, visas, and travel insurance. Ensure calendars are updated with logistical details and maintain structured travel records. -
Expense Budget Management:
Accurately and promptly submit claims (expenses, mileage, etc.) with quick turnaround times. Assist with invoice processing, purchase orders, and budget tracking as required and delegate to Administrative Assistants appropriately. -
Documentation Data Management:
Prepare and maintain accurate documentation, including reports, presentations, and correspondences. Manage document control via iManage and other relevant platforms, ensuring efficient record-keeping. -
Project Coordination:
Support stakeholders by researching, compiling, and analysing project data. Draft and review status reports, escalate risks and issues, and monitor project milestones. Make informed decisions independently to meet critical deadlines. -
Confidentiality Integrity:
Maintain the highest level of discretion and professionalism. Adhere to policies, procedures, and regulatory requirements while fostering trust and reliability in stakeholder interactions. -
Collaboration Team Engagement:
Work closely with stakeholders, ensuring seamless communication. Actively contribute to the VA Team - in all offices, assist in onboarding new team members, and provide absence cover when needed.
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Ad-Hoc Support:
Assist with various ad-hoc tasks, including onboarding new hires, managing distribution lists, organising off-sites and team gatherings, and supporting stakeholder upskilling initiativesQualifications
Your Experience
Qualifications Experience
- Bachelor s degree required; Master s/MBA from a reputed institute preferred.
- 8+ years of experience, preferably in a multinational organisation with cross-cultural exposure.
- Proven experience supervising teams in a professional services environment, with a strong focus on service delivery and performance management.
- Prior experience supporting senior leadership, including minute-taking, presentation creation, and managing Excel-based reports.
- Project or programme management experience is desirable; coaching will be provided if needed.
Leadership Stakeholder Management
- Strong stakeholder management skills, with the ability to influence and challenge at all levels.
- Comfortable working across international, regional, and local contexts.
- Structured and strategic approach to balancing long-, medium-, and short-term team priorities.
- Strong organisational and delegation skills.
Communication Collaboration
- Flexible and effective communicator both verbal and written.
- Maintains regular and transparent communication with managers and colleagues.
- Approachable, helpful, and adaptable in a dynamic team environment.
Analytical Problem Solving
- Strong analytical skills, with the ability to gather, interpret, and present data insights.
- Excellent problem-solving ability; capable of breaking down complex issues and identifying solutions.
- Makes sound decisions based on available information or guidance.
- Proactively identifies opportunities to improve service quality based on stakeholder feedback.
Work Ethic Professionalism
- Demonstrates resilience and the ability to manage competing deadlines under pressure.
- Quick learner with a proactive, results-driven mindset.
- Able to manage workload independently and as part of a team.
- Exceptional attention to detail in all tasks and deliverables.
- Confident handling new and unfamiliar situations.
How we will support you
From your first day with us, you will have varied opportunities to continuously grow and development your skills and knowledge. From formal training, informal coaching and mentoring through to skills-based and technical training and on the job learning.
