Executive Administrative Assistant

Role: Executive Admin

Location: Pune

Workspace type: Hybrid (3 days in week)

Experience : 3- 6 years

Job Description:

Responsibilities:

Rhythm of Business

Drive and support team rhythms in partnership with leadership, including all-hands meetings, town halls, leadership reviews, and technical/business reviews (execution, marketing, and metrics)

Ensure meetings and cadences are well-organized, timely, and effective

Business Operations

Proactively manage budgets, accounting processes, procurement planning, and vendor relationships

Partner closely with cross-functional teams such as Real Estate & Facilities (RE&F), HR, Finance, and Procurement

Identify opportunities to improve operational processes and implement scalable solutions

Stay current on policy changes and ensure compliance through strong operational hygiene and clear guidance to the team

Executive Support

Provide end-to-end support for executives, including calendar management, travel planning, expense reporting, and meeting logistics

Coordinate schedules and logistics for internal and external executive visits across globally distributed teams

Anticipate leadership needs and enable executives to operate at maximum effectiveness

Team Support & Events

Plan and execute team events, off-sites, and morale-building activities, managing all end-to-end logistics

Act as a trusted point of contact for administrative needs such as purchase orders, expense verification, internal tool updates, and procurement of gifts, awards, and mementos

Stay connected to team sentiment, anticipate needs, and respond quickly while ensuring adherence to corporate policies

New Hires & Workforce Planning

Ensure new hires are fully set up and productive from day one by proactively managing access, hardware, IDs, and relocation logistics as needed

Maintain organizational distribution lists, org charts, and reporting structures

Serve as the single point of contact for onboarding and exit processes and related formalities

Partner with intern program owners, HR, and managers to support the intern program by coordinating onboarding/offboarding logistics, supporting intern events and demos, and helping ensure program requirements and timelines are met

Asset Management

Track and manage all physical assets for the team, including procurement, inventory, and distribution in accordance with company policy

Qualifications

Proven experience as an Administrative Assistant or Business Administrator supporting business operations for teams of 100+ employees

Experience managing rhythm-of-business cadences, executive visits, team events, vendor relationships, procurement, and asset management

Strong organizational skills, sound judgment, attention to detail, and the ability to operate independently in a fast-paced environment. The ideal candidate will be responsible for many different tasks related to the operations of the business. They will field calls and maintain calendars. Additionally, this individual will organize reports and documents to ensure ease of access.