Executive Assistant

Job Title: Executive Assistant

Location: Mumbai, India (Hybrid, 3x weekly BKC Mumbai)

Job Summary:

This role will support the Head of India in various ways, including managing schedules, preparing for meetings, assisting with project management and tracking, coordinating travel, and handling other tasks as needed.

A successful candidate is highly detail-oriented, proactive, and capable of managing multiple priorities simultaneously. This position demands a unique combination of excellent organizational skills, clear communication, and the highest level of discretion. You will safeguard confidential information and play a key role in ensuring our team operates smoothly and efficiently. Your ability to juggle complex scheduling, travel arrangements, and overall office management will be essential to our success.

The role requires sound judgment and the ability to remain calm under pressure while fulfilling all responsibilities effectively. If you thrive in a fast-paced environment and are eager to make a meaningful impact, we encourage you to apply.

Specific responsibilities include (but are not limited to):

• Scheduling and managing busy calendar activity: tracking, and confirming both internal and external meetings
• Interacting with internal & external clients and colleagues in a highly professional manner, being the team’s point person, gatekeeper, and the liaison between all departments
• Proactively manage and anticipate the executive’s daily needs, including complex calendar management, meeting confirmations, expense reporting, and ad-hoc requests. You’ll act as a strategic partner, helping the executive stay ahead of their schedule and commitments.
• Handle all inward and outward Leadership travel and scheduling
• Schedule meetings with outside vendors
• Responsible for arranging domestic and international travel arrangements and managing expense reports
• Support and maintain online shared documentation for Ops and Internal Knowledge Management
• Maintaining superior organization of highly confidential business paperwork
• Review and prepare miscellaneous reports and documents as required; prepare background documents as necessary for meetings
• Coordinate activities, meetings, and events for the executive
• Liaison between Accounts Payable and IT teams to approve and monitor team expenses and IT-related issues
• Provide general office support, including, phone coverage, file maintenance, special projects, resolving day-to- day operational problems, developing presentations and maintaining charts and reports
• Manage distribution of internal communications
• Arrange/assist office events, such as summer/Christmas party, new joiner lunch Liaise with different vendors to negotiate/renew service contracts and ensure all vendors are providing the best services to GLG. Provide feedback to vendors when necessary es/drinks, farewell lunches/drinks and ensure all expenses are within budget
• Other duties as assigned

 An ideal candidate will have the following:

• Minimum 5+ years of similar experience in a multinational or global environment.
• Bachelor’s degree or higher (required)
• Has extensive experience as a “gatekeeper” and can prioritize requests, pushing back when required
• Must be extremely proficient in MS Office specifically: Outlook, Word, Excel
• Strong PowerPoint skills to assist team with presentations
• Must be extremely well organized and detail oriented
• Must be reliable, consistent and punctual with a high level of professionalism
• Able to come into the office for a minimum of 3 days a week
• Confidential and trustworthy – must use good judgment and discretion as needed
• Proactive, self-motivated and excellent interpersonal skills
• Ability to work independently, or as a team member, while maintaining focus and productivity
• Exceptional and diplomatic communication skills, both verbal and written
• Ability to handle any responsibility calmly while under pressure
• High-level comfort managing up-to-date technologies
• Willingness to work flexible and extended hours outside of the traditional workday, as needed 

 We seek bright, positive, and flexible people who also:

• Act with the highest integrity and professionalism in all their endeavors
• Utilize superior analytical and problem-solving skills
• Think creatively and focus on opportunities for growth, leading others to do the same
• Express a strong desire to work in a team
• Respond effectively to management direction and client needs
• Demonstrate the ability and initiative to handle growing responsibilities over time