Assistant Administration Executive - Business Operations

OVERALL RESPONSIBILITY

To provide high-quality, proactive virtual administrative support to Managing Directors, ensuring efficient day-to-day operations. This role requires strong organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced, global environment while meeting defined service level agreements (SLAs). Someone who is supporting multiple MDs virtually in current role. Knows calendar management, tasks on excel and creating basic level presentation.

Role & responsibilities

Executive & Administrative Support

Provide day-to-day administrative support to Managing Directors, including complex diary management across time zones

Coordinate and manage meetings, including scheduling, logistics, agenda preparation, and follow-ups

Organize virtual meetings (e.g. MS Teams), ensuring all materials and technology are in place

Prepare, format, and edit documents, reports, and correspondence

Create high-quality PowerPoint presentations and supporting materials Monitor group Executive Assistant Service Centre inbox including prioritization and responses

Expense & Travel Management

Prepare and submit expense claims accurately and in a timely manner

Ensure compliance with company policies and deadlines

Support travel coordination where required, including itineraries and bookings

Stakeholder Support & Customer Service

Act as a professional point of contact for internal and external stakeholders

Build strong working relationships with UK Managing Directors and wider teams

Provide a high level of customer service, responsiveness, and professionalism

Shift Timing: 11:00 am - 8:00 pm (Hybrid Role Monday to Friday - 3 days WFO and 2 days WFH)

Preferred candidate profile

Previous experience in a similar Executive Assistant / Operations Administration role

Proven experience supporting stakeholders remotely across multiple international time zones

Strong organizational skills with the ability to manage shifting priorities

Excellent communication and stakeholder management skills

High attention to detail and discretion with confidential information Advanced Microsoft Office skills, particularly PowerPoint, Excel, and Word

Experience using MS Teams and Outlook in a virtual environment

Strong customer service mindset and proactive approach

Experience using AI-powered productivity and scheduling tools.

Skilled in leveraging AI for information management and document preparation.

Understanding of data privacy and ethical use of AI in the workplace. ethical use of AI