Executive Assistant

Description Position Summary

The Global Practice Assistant will provide comprehensive administrative, communication, coordination, and operational support to executive and leadership team. The role requires strong organizational skills, effective stakeholder management, event coordination capability, and the ability to work in a dynamic multinational environment. This position serves as a key coordination point between leadership, employees, support functions (HR, Administration, IT, Finance), and external stakeholders.

Key ResponsibilitiesI nternal Communications & Employee Engagement

• Create and coordinate communications, newsletters, announcements, and employee updates.
• Develop presentations for employee recognition programs, celebrations, leadership communications, and town halls.
• Gather project updates, employee success stories, and practice accomplishments for internal communications.
• Support employee engagement initiatives.

Global Practice Administration

• Maintain and update the Global Practice organizational structure and employee records.
• Coordinate team meetings, leadership meetings, and events.
• Manage conference room bookings and meeting logistics.
• Support onboarding activities and coordination with new employees.
• Maintain departmental records, trackers, and documentation.
• Support department activities as and when requested

Executive & Leadership Support

• Manage calendars, meetings, appointments, and travel arrangements for Global Practice leadership.
• Coordinate domestic and international travel requests, itineraries, and expense reporting.
• Support leadership with meeting scheduling, meeting logistics, and follow-up actions.
• Prepare meeting agendas, Minutes of Meeting (MoM), and track action items to closure.
• Provide administrative support for strategic initiatives and special projects.

Event & Program Coordination

• Plan and coordinate practice events, celebrations, recognition programs, team lunches, and CSR activities.
• Manage logistics for workshops, training events, leadership visits, and employee gatherings.
• Coordinate vendor interactions and support visitor events.
• Assist in budget tracking and procurement activities related to employee programs and events.

Visitor & Leadership Visit Management

• Coordinate domestic and international visitor visits.
• Prepare visit schedules, agendas, meeting invitations, and logistics.
• Arrange workspace readiness, transportation, refreshments, and hospitality support.
• Support leadership visits, project reviews, and client interaction events.

Training & Development Coordination

• Coordinate employee training programs and learning sessions.
• Create and manage training schedules and communications.
• Track training attendance and completion status.
• Work with HR, Learning & Development, and leadership teams to ensure compliance with training requirements.

Safety & Compliance Support

• Support communication and coordination of safety initiatives, training programs, and awareness campaigns.
• Maintain relevant records and trackers related to safety programs.
• Coordinate meetings, certifications, and documentation associated with practice requirements.

Procurement & Operational Support

• Raise and track Purchase Requisitions (PRs) for practice-related activities, employee engagement programs, gifts, training events, and office requirements.
• Coordinate with vendors and internal teams regarding deliveries and services.
• Support departmental budget tracking and expense monitoring activities.

Qualifications Knowledge, Skills & Competencies Communication

• Excellent verbal and written communication skills.
• Ability to prepare professional presentations, communications, and reports.
• Strong interpersonal and relationship-management capabilities.

Organization & Coordination

• Exceptional planning, prioritization, and multitasking skills.
• Strong attention to detail and follow-through.
• Ability to manage multiple activities simultaneously while meeting deadlines.

Stakeholder Management

• Ability to interact effectively with senior leadership, employees, vendors, visitors, and support functions.
• Demonstrated professionalism and confidentiality in handling sensitive information.

Technical Skills

• 5-8 years of experience in executive support, administrative coordination, office management, or practice/business operations.Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Experience supporting leadership teams in a multinational organization is preferred.
• Advanced PowerPoint presentation development and communication material preparation.
• Proficiency in utilizing Artificial Intelligence (AI) tools such as Microsoft Copilot,or equivalent platforms to improve productivity and business efficiency.
• Experience using collaboration and document management platforms.
• Ability to prepare presentation material and maintain operational trackers.

This job posting will remain open a minimum of 72 hours and on an ongoing basis until filled. Job Administrative/Office Support Primary Location India-Maharashtra-Mumbai Schedule: Full-time Travel: No Req ID: 263384 Job Hire Type Experienced Not Applicable #BMI N/A