Executive Assistant & HR Admin

Executive AssistantRole PurposeThe Executive Assistant & Program Coordinator provides advanced administrative and organizational support to a senior executive. Beyond traditional secretarial duties, this role involves coordinating key functional initiatives, managing vendor operations, and supporting program-level activities that enhance the effectiveness of the leadership office.The ideal candidate will combine exceptional organizational and communication skills with a strong ability to manage multiple priorities, projects, and stakeholder relationships in a fast-paced environment.Key Duties and ResponsibilitiesExecutive & Administrative Support- Manage the senior leader’s calendar, appointments, and travel logistics. - Coordinate leadership meetings, governance reviews, and site events, ensuring all logistics and pre-reads are in place. - Prepare presentations, communications, and briefing materials with accuracy and professionalism. - Handle confidential correspondence and information with utmost discretion.Program & Initiative Coordination- Support execution of key business or functional programs, including tracking deliverables, preparing progress reports, and managing timelines. - Coordinate with cross-functional teams to ensure timely closure of assigned actions. - Maintain dashboards, trackers, and periodic updates for leadership visibility. - Assist in the planning and delivery of engagement or capability-building initiatives.Vendor & Operations Management- Manage vendor coordination for meetings, events, or administrative support functions. - Oversee PO creation, invoice processing, and vendor payments in partnership with Finance and Procurement teams. - Support execution of high-profile visits, conferences, and leadership offsites.Communication & Stakeholder Management- Liaise with internal and external stakeholders on behalf of the leader, ensuring clear and timely communication. - Draft and circulate key updates, announcements, or minutes of meetings. - Support the leadership team with data consolidation, scheduling, and follow-ups across projects.Required Skills and Competencies- Strong program coordination and follow-through skills. - Excellent organizational and multitasking ability. - High level of confidentiality and judgment in handling sensitive matters. - Excellent written and verbal communication skills. - Proficiency in Microsoft Office Suite, Teams, and collaboration tools. - Strong interpersonal skills with the ability to work effectively across teams.Qualifications and Experience- Graduate with 8–12 years of experience in executive or administrative support roles. - Prior experience in managing programs, events, or cross-functional initiatives is desirable. - Experience working in a multinational or matrix environment is preferred.

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