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Office Assistant for Head and FIN Head of Projects and… - Jobeax

Office Assistant for Head and FIN Head of Projects and Services Execution (PSE) APAC in Thāne, India is listed on Jobeax. Browse 30,000+ vacancies available.

Offi ce Assistant for Head and FIN Head of Projects and Services Execution (PSE) APAC

This joint office assistant role provides high-level administrative and strategic support to senior executives, ensuring efficient management of schedules, communications, meetings, and business priorities to two (2) leaders in the Projects and Services Execution (PSE) organization for the APAC region, while also supporting the broader LCB India PSE Team. The role requires exceptional organizational skills, confidentiality, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

Key Responsibilities

Administrative Support & Office Management:

Completes assigned day-to-day administrative tasks of different kinds for both Heads
Schedules appointments and meetings across multiple time zones, and writes respective minutes and protocols
Manage complex calendars, appointments, and meeting schedules.
Coordinate domestic and international travel arrangements, including visas, itineraries, and expense reports.
Assists in integration of new office technologies and systems as appropriate Process expenses, purchase orders, invoices, and reimbursement requests.
Monitors all information flow, including maintaining paper and electronic files for both executives
Act as a liaison between executives, leadership teams, and key stakeholders.

Meeting & Event Coordination:

Organizes and coordinates leadership meetings, team meetings, town halls, workshops, off-site events, and stakeholder engagements
Prepare agendas, take meeting minutes, and track action items.
Plans and executes logistics for company meetings and other internal and external events
Prepares meeting agendas, materials, and follow-up action items
Ensure timely follow-up on commitments and deliverables

Team Support - LCB India PSE:

Provides administrative support to the LCB India PSE Team as needed
Assists in on- and off-boarding of new employees within the PSE team
Coordinates team communications and information sharing
Supports team-level administrative processes and documentation

Communication & Coordination:

Acts as liaison between the Heads and internal/external stakeholders
Ensures effective communication flow within the PSE organization
Maintains confidentiality of all sensitive or proprietary information
Coordinates with other assistants and support functions across the organization

Candidate Profile

Essential Qualifications & Experience:

Proven experience as an executive assistant, management assistant, or in a similar administrative role
Experience supporting senior leadership in a multinational or matrix organization
Strong understanding of business operations, preferably in project execution or services delivery environments
Excellent organizational and time management skills with ability to prioritize multiple tasks

Professional Skills:

Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Experience with enterprise systems (SAP, travel management systems, expense reporting tools)
Strong written and verbal communication skills in English (additional Asian languages are a plus)
Ability to work independently with minimal supervision and exercise sound judgment
High level of discretion and ability to handle confidential information
High attention to detail and accuracy.

Personal Competencies:

Strong interpersonal skills and ability to build relationships across cultures
Flexibility and adaptability to changing priorities and time zones
Detail-oriented with high standards for accuracy and quality
Team player with collaborative mindset
Cultural sensitivity and awareness for working in APAC region
Proactive and solution-oriented approach to problem-solving

Preferred Qualifications:

Bachelor's degree in Business Administration, Management, or related field preferred.
5+ years of experience supporting senior executives or leadership teams.
Experience in the engineering, technology, or industrial sectors
Knowledge of project management and services execution processes
Experience supporting multiple executives simultaneously
Experience working in a multinational and matrix organization

Working Environment

Location: Mumbai
Collaboration with teams across APAC, Europe, and other global regions
Requires flexibility for occasional work outside standard business hours due to time zone differences
Hybrid working model may be available depending on location

Reporting Structure

Direct reporting to Head of Projects and Services Execution (PSE) APAC
Functional support to FIN Head of PSE APAC

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