Executive Assistant To Managing Director - Project Manager

Job highlights

• 8-10 years in Executive Assistance or PMO Support with expertise in executive governance and reporting
• Manage executive support, action tracking, reporting, leadership communications, and coordinate GBS initiatives

Position Description (Key roles & resps.):

The Project Manager - GBS Office serves as the primary coordination and governance partner to the Head of GBS India. The role ensures effective executive support in administration, leadership follow-through, reporting, business reviews, and coordination of organization-wide initiatives while enabling leadership effectiveness and operational excellence.

1. Executive Support & Planning

• Manage calendar, meetings, travel, and logistics for the Head of GBS.
• Coordinate leadership reviews, governance meetings, and stakeholder interactions.
• Manage approvals, signatures, and executive documentation.
• Ensure readiness for key meetings through agenda, materials, and logistics coordination.

2. Action & Deliverable Tracking

• Maintain action trackers for assignments issued by the Head of GBS.
• Follow up with stakeholders on commitments, timelines, and deliverables.
• Track progress and closure of agreed actions.
• Maintain decision, escalation, and follow-up logs.

3. Reporting & Presentation Support

• Consolidate updates and reports from various functions.
• Prepare leadership presentations, dashboards, and review packs.
• Maintain key organizational trackers, including headcount, hiring, and business updates.
• Support monthly, quarterly, and annual business review processes.

4. Leadership Communications & Events

• Draft routine communications on behalf of the Head of GBS.
• Coordinate town halls, leadership meetings, and employee engagement sessions.
• Support leadership visits, customer visits, and external engagements.
• Manage event planning, communication, and logistics coordination.

5. Project & Initiative Coordination

• Track progress of key GBS initiatives and special projects.
• Coordinate stakeholders, timelines, and dependencies.
• Maintain project trackers and status updates.
• Support execution of strategic and operational priorities assigned by the Head of GBS.

6. Office & Administrative Coordination

• Liaise with HR, Finance, IT, Procurement, and Administration teams on behalf of the GBS Head's office.
• Coordinate onboarding activities for leadership hires and visitors.
• Support workplace, seating, and office-related requirements.
• Manage miscellaneous administrative and operational requests.

Qualifications and Skills:

• Bachelors degree in business administration, Management, Commerce, Engineering, or related discipline
• Strong proficiency in Microsoft PowerPoint, Excel, Outlook, Teams, and data reporting tools.
• Excellent stakeholder management, coordination, and relationship-building skills.
• Strong analytical, reporting, and presentation development capabilities.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills, including executive-level correspondence.
• High attention to detail, follow-through, and execution discipline.
• Ability to handle confidential information with professionalism and discretion.
• Strong problem-solving skills and a proactive, ownership-driven mindset.

Desired Working experience:

• 8-10 years of experience in Executive Assistance, Business Coordination, PMO Support, Administration, or Project Coordination.
• Experience supporting senior leadership in a GBS, Shared Services, GCC, or multinational organization.
• Proven track record of managing executive governance, reporting, action tracking, stakeholder coordination, and organizational initiatives.
• Experience working in a cross-functional and matrix environment with multiple stakeholders.
• Exposure to business reviews, executive reporting, project coordination, and leadership communications.