Executive Assistant

Greetings !

We are in a search to scout an Executive Assistant in a Global Shared Service Center. The role will be based out in Mumbai Office, supporting the Global Stakeholder.

If this role suits your profile, then do apply with your updated resume.

Role: Executive Assistant

Location: Sakinaka, Andheri East, Mumbai

Reporting to: Creative Team

Focus: Travel arrangements, Calendar Management, Expense Management and other Admin supports

Timings: 2 PM - 11 PM (IST) / Hybrid

About the role

We have an exciting role of Specialist to support to perform HR operations processes and executive support activities. You will act as a central coordination point for administrative and logistical requirements, ensuring timely communication and smooth execution of day-to-day activities.

• Manage end-to-end business travel arrangements for the team, including flights, hotels, ground transportation and cab bookings, ensuring timely and cost-effective coordination.
• Own calendar and diary management for senior leadership, including the Creative President, two Executive Creative Directors (ECDs) and Deputy CSO, ensuring effective scheduling and prioritization of meetings.
• Coordinate expense management activities for the CSD, including expense submission, documentation, tracking and follow-up for timely processing.
• Provide comprehensive meeting and event coordination support for key client and business meetings, including meeting-room bookings, catering arrangements and coordination with internal and external service providers.
• Liaise with the Building Events Team and relevant internal stakeholders to coordinate event logistics, facilities and on-site requirements.
• Manage visitor access and meeting logistics, including visitor passes, reception coordination and other access requirements for internal and external attendees.
• Coordinate printing, meeting materials and other administrative requirements to ensure seamless execution of leadership and client meetings.
• Act as a central coordination point for administrative and logistical requirements, ensuring timely communication and smooth execution of day-to-day activities.
• Proactively anticipate leadership and team requirements, resolve administrative issues and ensure high-quality executive support experience.

Must-Have Qualifications & Experience:

• Over 5 years of overall experience in travel & expense management, and administration
• Superior communication skills (verbal and written)
• Possess a strong sense of what quality resume/work history looks like and understand the many complex requirements of multiple roles across all disciplines
• Proficiency with multiple sources
• Time Management - Ability to multi-task and prioritize

Desirable Skills & Attributes

• Travel bookings for team: cabs, flights, hotels
• Expense management & administration

Best Regards,

Mappy Global