Executive Assistant

ROLE OVERVIEW

As an Executive Assistant to the Vice President, you will provide high-level administrative and strategic support to enable effective leadership execution. This role requires strong organizational skills, discretion, and the ability to manage complex schedules, communications, and priorities in a fast-paced global environment. You will act as a trusted partner to the Vice President, ensuring seamless coordination of internal and external engagements, while supporting decision-making processes and leadership effectiveness.

JOB REQUIREMENTS

Education and Certifications

• Bachelors degree in Business Administration, Commerce, or a related field
• Certifications in executive assistance, office management, or project coordination will be an added advantage.

Required Experience

• 5 + years of experience supporting senior leadership (Director / VP level), preferably in a GCC or multinational environment
• Proven experience in calendar management, stakeholder coordination, and executive level communication

Required Skills

• 5+ years of experience supporting senior leadership (Director / VP level), preferably in a GCC / GTC or matrixed multinational corporate environment.
• Proven hands-on experience in global stakeholder management, intricate calendar logistics, and cross-time zone coordination.
• Strong exposure to reporting dashboards, Management Information Systems (MIS), and polished executive presentations.
• Advanced familiarity with modern collaboration suites (MS Teams, SharePoint, Outlook, Office 365). • Strong willingness to use and integrate generative AI productivity tools to accelerate daily workflow efficiency.

Desired Skills

• Experience in handling global stakeholders and cross-time zone coordination • Exposure to reporting dashboards, MIS, and executive presentations
• Familiarity with collaboration tools such as MS Teams, SharePoint, or similar platforms.

ROLES & RESPONSIBILITIES

Executive Support & Coordination

• Manage the Vice Presidents calendar, meetings, and travel schedules, ensuring optimal time utilization and cross time zone synchronization (IST/EST balance).
• Coordinate internal and external meetings, including proactive preparation of agendas, high-impact alignment materials, and precise meeting minutes.
• Act as a key liaison between the VP and internal/external stakeholders (including the GTC Director layer and strategic offshore vendor partners), ensuring seamless communication and systematic follow-ups.
• Screen, prioritize, and manage incoming communications, including emails, calls, and business requests, handling critical bottlenecks autonomously

Strategic & Operational Support

• Assist in the production and refinement of executive presentations, status dashboards, MIS reporting, and business updates for global leadership reviews.
• Track organizational priorities, core action items, and cross-functional deliverables, safeguarding timely execution across teams.
• Support end-to-end planning and logistics for local leadership meetings, town halls, cultural events, and high-profile strategic initiatives.
• Manage complex travel logistics, expat visitor hosting itineraries, expense reporting, and corporate vendor coordination activities.
• Maintain meticulously structured documentation, repository records of key discussions, business decisions, and continuous policy updates.
• Ensure absolute adherence to organizational governance processes, compliance frameworks, and strict documentation protocols.
• Drive internal administrative process improvements to enhance executive support velocity, office efficiency, and operational excellence.
• Support sensitive, confidential projects and core global initiatives with complete professional integrity and discretion.