Job Description
- Executive Support & Leadership Coordination
Provide high-level administrative and executive support to the MD, including calendar management, meeting coordination, and stakeholder interactions
Ensure effective prioritization, time management, and meeting readiness
Organize leadership and management meetings, including agendas, presentations, pre-reads, and follow-ups
Act as an administrative liaison between the MD, senior leadership, and internal or external stakeholders
- Administrative Services Management
Direct and coordinate administrative services including office operations, clerical and support services, printing, mail and messenger services, telecommunications, maintenance, purchasing, and security
Establish objectives, operating policies, and procedures for assigned administrative areas
Manage administrative activities through direct reports and/or subordinate managers with accountability for costs, methods, and service delivery
Ensure consistent implementation of policies, standards, and service levels across locations
- Travel & Logistics Management
Plan and manage domestic and international travel for senior leadership, including itineraries, bookings, visas, insurance, and logistics
Coordinate with vendors for air travel, accommodation, and ground transport
Monitor travel expenses and ensure compliance with organizational policies
- Facility & Infrastructure Management
- Oversee daily facilities operations, maintenance, and infrastructure readiness
- Ensure compliance with safety, statutory, regulatory, and audit requirements
- Manage office space planning, workplace services, and overall site readiness
- Vendor & Procurement Management
- Manage vendors across facilities, security, transport, housekeeping, maintenance, and related services
- Oversee procurement processes including RFQs, purchase orders, delivery tracking, and invoice coordination
- Drive cost optimization, service quality, and compliance with procurement policies
- Employee Transport Management
- Oversee employee transport operations including routing, scheduling, and vendor coordination
- Ensure safety standards, contractual compliance, and service quality
- Manage escalations and ensure continuity of transport services
- Employee Engagement & Workplace Experience
- Plan and support employee engagement initiatives, events, and site-level activities
- Coordinate logistics, communications, and execution across teams
- Support initiatives that enhance employee experience and workplace effectiveness
- Workforce & Administrative Operations
- Coordinate onboarding and offboarding administrative processes
- Support records management, documentation, collaboration platforms, and administrative reporting
- Assist with administrative aspects of budgeting, expense tracking, and financial coordination
- Compliance, Governance & Documentation
- Maintain administrative records related to audits, contracts, AMCs, licenses, and statutory documentation
- Ensure adherence to organizational policies, Code of Conduct, and physical and digital security practices
- Support governance processes through accurate documentation and reporting
- Site & Senior Management Support
- Support site or leadership governance meetings, track actions, and ensure timely follow-through
- Partner with senior management on administrative matters impacting multiple functions or stakeholders
Qualifications
Key Skills & Competencies
Strong administrative and operational leadership
Executive support and stakeholder management capability
Vendor, facilities, and procurement management expertise
Strong planning, coordination, and multitasking skills
Sound judgment, discretion, and attention to detail
Effective communication and problem-solving skills
Qualifications & Experience
Graduate or Postgraduate degree in Administration, Business, Management, or a related field
12–15 years of experience in administrative services, facilities, operations, or executive support roles
Demonstrated Experience Supporting Senior Leadership (MD Or Equivalent Preferred)
Experience supporting senior leaders in regional or global roles, involving coordination across multiple geographies and time zones.
Strong knowledge of administrative policies, procedures, and workplace operations
Proven ability to manage multiple priorities and deliver high-quality outcomes
Experience managing teams and/or administrative functions with cost and service accountability
Success Metrics
Efficient and disruption-free administrative and workplace operations
Effective executive support enabling leadership productivity
High levels of employee satisfaction and workplace experience
Timely compliance, audits, and governance adherence
Cost control, optimized vendor performance, and service quality
About Us
A global leader in applied safety science, UL Solutions (NYSE: ULS) transforms safety, security and sustainability challenges into opportunities for customers in more than 110 countries. UL Solutions delivers testing, inspection and certification services, together with software products and advisory offerings, that support our customers product innovation and business growth. The UL Mark serves as a recognized symbol of trust in our customers products and reflects an unwavering commitment to advancing our safety mission. We help our customers innovate, launch new products and services, navigate global markets and complex supply chains, and grow sustainably and responsibly into the future. Our science is your advantage.
