Executive Assistant

Experience- 5+

Communication- Very much good required

Need someone with notice period- immediate joiner or can join within 30 days

 

What You Will Do

·    Enable effective leadership and decision-making through thoughtful calendar management, prioritization, meeting preparation, correspondence, travel coordination, and administrative support. Anticipate needs, resolve conflicts proactively, and adapt quickly as priorities change.

·    Drive an effective Site Council operating rhythm by coordinating agendas, pre-reads, governance, decision records, and action tracking. Consolidate key site inputs, translate decisions into clear actions, and ensure strong ownership and follow-through.

·    Strengthen site culture and employee experience by leading and coordinating initiatives that foster engagement, collaboration, recognition, and connection, including townhalls, service awards, and other site-wide experiences.

·    Enable clear and consistent site communications, ensuring employees and stakeholders receive timely, relevant, and audience-appropriate information.

·    Build trusted cross-functional partnerships across LIFT, Workplace Services, Security, IT, Procurement, HR Services, Talent Acquisition, and other teams to address site priorities, improve workplace experience, and support operational continuity.

·    Support effective workplace and site operations by coordinating facilities and infrastructure needs, procurement, sourcing, vendors, merchandise, recognition, events, and other requirements while demonstrating responsible stewardship of resources.

·    Deliver a seamless experience for global and local leader visits by anticipating needs and coordinating agendas, itineraries, transportation, meeting logistics, stakeholder engagements, hospitality, on-site support, and changing requirements.

·    Serve as a trusted liaison and partner to leaders, employees, and internal and external stakeholders, building strong relationships and handling requests and sensitive matters with sound judgment, discretion, confidentiality, and proactive communication.

·    Collaborate across the Administrative Partner community to align ways of working, share knowledge and feedback, provide backup support, and enable seamless cross-site coordination.

·    Imbibe PBM principles and continuously improve ways of working by fostering constructive relationships, knowledge sharing, feedback, and contribution-motivated behavior while embracing technology, simplifying processes, and identifying opportunities to improve service delivery  

 

Who You Are (Basic Qualifications)

·    Experience providing executive or senior leadership administrative support, including complex calendar management, meetings, travel, and expense reporting.

·    Experience organizing leadership meetings, town halls, events, offsites, and visits involving multiple stakeholders and logistical requirements.

·    Experience coordinating governance forums, cross-functional initiatives, or business operations with multiple stakeholders, owners, and dependencies.

·    Demonstrated ability to handle confidential information with discretion, sound judgment, integrity, and professionalism.

·    Strong written and verbal communication skills, with the ability to tailor communication for executives, employees, visitors, vendors, and partner teams.

·    Demonstrated ability to anticipate needs, manage multiple priorities, maintain organized workflows, and deliver accurate work with timely follow-through.

·    Ability to build effective working relationships across functions, organizational levels, geographies, and external partners.

·    Experience using Microsoft Office tools, including Outlook, Teams, Copilot, PowerPoint, Word, and Excel.

What Will Put You Ahead

·    Administrative experience supporting executives, senior leaders, or large teams in a fast-paced environment. Experience using data, employee feedback, and operational indicators to prepare concise leadership updates and decision materials.

·    Experience partnering with Workplace Services, Procurement, IT, Security, HR, and other enabling functions.

·    Experience coordinating international executive travel, visa requirements, and high-profile leadership visits.

·    Planning & driving employee engagement initiatives, site communications, recognition programs, and large-scale events.

·    Demonstrated curiosity, adaptability, initiative, contribution motivation, and a continuous-improvement mindset.