Executive Assistant cum Office Manager (mid senior, 6 to 10 years)

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).

Work arrangement
No