Executive Assistant cum Office Admin

Position Overview

We are looking for a highly organized, proactive, and versatile Executive Assistant cum Office Administrator to support our leadership team and manage our daily office operations. In this dual role, you will act as the primary administrative point of contact for the executive team while ensuring our office runs smoothly, efficiently, and professionally.

The ideal candidate thrives in a dynamic environment, possesses exceptional communication skills, maintains utmost confidentiality, and seamlessly toggles between strategic executive support and practical office management.

Key Responsibilities

Executive Support (50%)

• Calendar Management: Proactively manage complex calendars, schedule internal/external meetings, and resolve scheduling conflicts across multiple time zones.
• Travel & Expense Management: Coordinate end-to-end travel itineraries (flights, hotels, ground transport, visas) and prepare detailed expense reports in a timely manner.
• Communication & Liaison: Serve as a primary gatekeeper and liaison between executive leadership, internal teams, clients, and external stakeholders.
• Meeting Preparation: Prepare meeting agendas, compile briefing materials, take concise meeting minutes, and track action items to completion.
• Document & Presentation Support: Draft, proofread, and format professional emails, reports, presentations, and correspondence on behalf of leadership.

Office Administration & Operations (50%)

• Office Maintenance: Oversee daily office operations to ensure a clean, organized, well-stocked, and welcoming work environment.
• Vendor & Supply Management: Manage relationships with facility vendors, property management, IT support..
• Event Coordination: Organize company-wide events, team outings, town halls, and internal meetings (catering, logistics, venue setup).
• Facilities & Security: Serve as the primary point of contact for building management, access badges, office safety protocols, and emergency procedures.
• Ad-Hoc HR & Finance Support: Assist with basic onboarding logistics for new hires, office budget tracking, and invoice processing alongside HR and Finance teams.

Key Qualifications & Requirements

• Experience: 3+ years of experience as an Executive Assistant, EA to C-suite, or Office Manager handling dual executive and facility duties.
• Technical Skills: Advanced proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook) or Google Workspace (Docs, Sheets, Slides, Gmail), and familiarity with video conferencing tools (Zoom, Teams).
• Communication: Exceptional written and verbal communication skills with a professional demeanor.
• Time Management: Strong organizational skills with the ability to prioritize tasks, meet tight deadlines, and multitask without compromising quality.
• Discretion: Demonstrated ability to handle sensitive and confidential corporate information with absolute integrity.
• Problem-Solving: Strong initiative, adaptability, and resourcefulnessa self-starter who can anticipate needs before they arise.