Executive Assistant (8-12 Years, Mumbai location, Insurance domain Preferred)

Executive & Leadership Support

• Manage the Country Head’s calendar with strong prioritization of business-critical engagements
• Coordinate complex domestic and international travel, including leadership visits to India
• Prepare agendas, presentations, briefing notes, and track action items to closure
• Support client meetings, leadership discussions, and strategic reviews

Event & Stakeholder Coordination

• Plan and execute leadership visits, townhalls, and key business events
• Manage international visitor planning (travel, scheduling, logistics) for Mumbai office
• Act as a coordination point across internal teams to ensure smooth execution of engagements
• Ensure high-quality stakeholder experience for senior leaders and clients

Vendor & Office Management

• Manage local vendors (facilities, hospitality, event partners, etc.) for the Country Head office
• Partner with admin/facilities teams to ensure seamless office operations
• Oversee vendor coordination, service quality, and timely invoice processing

Budget & Expenses

• Manage and track expenses including travel reimbursements and invoice payments
• Monitor budgets for leadership events, travel, and office-related spend
• Identify and resolve discrepancies while ensuring policy compliance

PMO Support (As Required)

• Support ongoing PMO initiatives in coordination with the central PMO team
• Track key milestones, governance updates, and follow-ups
• Assist in consolidating updates and coordinating across stakeholders

Communication & Coordination

• Screen, prioritize, and respond to incoming communication
• Handle sensitive information with high confidentiality and discretion
• Act as a key interface between India leadership, global stakeholders, and external partners

Work Complexity

• High level of independence and ownership in a fast-paced, dynamic environment
• Requires strong judgment, prioritization, and stakeholder management skills
• Involves handling non-routine issues, competing priorities, and senior stakeholder interactions
• Combines executive support with coordination, vendor management, and light project support

What are the requirements needed for this position?

Education and Experience

• Bachelor’s degree required
• 8–12 years of experience supporting senior leaders / CXO-level executives
• Experience working with global stakeholders and supporting leadership visits is preferred
• Experience in large corporate / GCC environment is a plus

What other skills/experience would be helpful to have?

• Strong executive presence and stakeholder management capability
• Excellent organization and multitasking skills
• High level of discretion, professionalism, and ownership
• Strong communication skills (written and verbal)
• Experience in event management and vendor coordination
• Familiarity with project tracking / PMO support is an advantage
• Proficiency in Word, Excel, PowerPoint, and Outlook