Job Title: Admin Assistant/Executive Assistant
Position Overview
We are seeking a highly organised, proactive, and detail-oriented Admin Assistant / Executive Assistant to directly support our India based Director and indirectly the wider global senior management team. This role involves shadowing the Director, managing day-to-day administrative functions, management of their email and diary, coordinating meetings, preparing high-quality presentations, and ensuring smooth internal communication and workflow. There will also be a requirement to support the management of the local facilities, office supplies, and the HR and recruitment function on behalf of the Director. The ideal candidate is a strong communicator with advanced MS Office skills and the ability to handle responsibilities independently.
This position plays a critical role in enabling the Director to focus on strategic decisions by managing all supporting administrative functions. You will act as an operational extension of the Director, ensuring that communication, tasks, and priorities are executed efficiently and professionally.
Key Responsibilities:
1. Executive Support & Meeting Management
Attend meetings with, and on behalf of, the Director and management team; capture detailed minutes and action points.
Proactively follow up on action items and ensure timely completion.
Assist in preparing briefing notes, summaries, and key updates for the Director.
Maintain complete confidentiality and professionalism at all times.
2. Documentation, Reporting & Presentation
Prepare high-quality PowerPoint presentations, Excel reports, dashboards, and documents as required.
Draft professional emails, letters, and communication on behalf of the Director.
Maintain structured documentation and digital filing systems with excellent record-keeping.
Prepare reports and documentation for internal and external stakeholders.
3. Calendar, Email & Communication Management
Manage the Director's calendar, schedule meetings, and coordinate appointments efficiently.
Screen, prioritize, and respond to emails on behalf of the Director whenever required.
Coordinate internal communication between departments for follow-ups and updates.
Act as a point of contact for internal teams and external partners.
4. Office Administration & Operations
Raise purchase orders (POs), coordinate with vendors, and track procurement status.
Handle courier bookings, receipt and dispatch of documents/materials.
Coordinate basic logistics including movement of materials and internal requests.
Ensure smooth day-to-day office operations by assisting with administrative tasks.
Maintain inventory of office supplies and liaise with suppliers as needed.
Assist the Director with creation of job descriptions, manage interview scheduling, work with HR during any offers issued.
Be available to help with onboarding of new staff members, inc. liaising with IT for hardware and software requirements.
5. Travel & Logistics
Responsible for booking travel, accommodation, and transport for the Director and management team.
Maintain travel itineraries, expense reports, and travel-related documentation.
Ensure all bookings align with schedules and commitments.
Required Skills & Qualifications:
Essential
Excellent communication skills - both written and verbal in English.
Proficiency in G-Suite and Microsoft Office, particularly:
Advanced Excel (VLOOKUP, pivot tables, dashboards preferred)
PowerPoint (professional presentations and formatting)
Strong organizational and time-management abilities.
Ability to multitask and handle confidential information with discretion.
High level of initiative, with proactive problem-solving and follow-up abilities.
Professional attitude, polished appearance, and strong interpersonal skills.
Preferred
Experience supporting senior leadership or C-level personnel.
Prior administrative, office management, or executive assistant experience.
Ability to work under pressure and meet deadlines.
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