Executive Assistant cum Office Manager

Role Overview

This role provides high-level executive support to the Regional Vice President (RVP) while also overseeing office operations and acting as the front-of-house representative for the organisation's Center of Excellence (CoE) in Mumbai.

The RVP travels extensively across regions and operates across multiple time zones. Therefore, this role requires a highly responsive, proactive, and detail-oriented Executive Assistant capable of managing complex travel, dynamic scheduling, and real-time coordination.

Key Responsibilities

Executive Assistant to RVP (High-Intensity Travel Support)

- Manage a complex and frequently changing calendar, accommodating multiple time zones and shifting priorities.

- Coordinate high-frequency international and domestic travel, including flights, visas, accommodation, ground transport, and detailed itineraries.

- Proactively manage time zone differences, ensuring seamless scheduling of meetings across regions.

- Act as a central coordination point to optimise the RVP's travel efficiency and productivity.

- Provide real-time support during travel, including handling last-minute changes and urgent requests.

- Prepare briefing materials, meeting packs, and travel documentation ahead of trips.

- Track and manage travel expenses and reimbursements.

- Serve as a key liaison between the RVP, HQ, regional teams, and external stakeholders.

- Maintain strict confidentiality and professionalism in all matters.

Office Management

- Oversee the day-to-day operations of the Mumbai office and Center of Excellence.

- Manage office vendors, facilities, supplies, and administrative services.

- Ensure the office environment is well-organised, functional, and aligned with corporate standards.

- Support budget tracking and cost management for office operations.

- Coordinate internal meetings, events, and administrative processes.

- Ensure compliance with company policies and local administrative requirements.

Reception & Client Experience (CoE Front Desk)

- Serve as the first point of contact for visitors, clients, and stakeholders.

- Deliver a professional, welcoming, and high-quality visitor experience.

- Manage meeting room bookings, visitor access, and hospitality arrangements.

- Support client visits, leadership meetings, and demonstrations hosted at the CoE.

- Ensure reception and common areas reflect a professional corporate image at all times.

Requirements

Education

- Bachelor's degree in Business Administration, Communications, or a related field.

Experience

- 5–10 years of experience in Executive Assistant, Office Management, or similar roles.

- Proven experience supporting senior executives with intensive travel schedules.

- Strong experience managing complex international travel and multi-time-zone coordination.

- Experience in multinational or regional environments is preferred.

- Exposure to front desk / office operations is an advantage.

Technical & Language Skills

- Proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word).

- Familiarity with travel booking platforms and expense systems.

- Fluent in English (written and spoken).