Description

Executive Assistant & Team India Ops and Events Support

Role Overview

We are seeking a proactive and detail-oriented professional to join our team in India. This role is a unique blend of Executive Assistant (EA) responsibilities, operational support, and event management. The ideal candidate will act as a central pillar for the team, ensuring smooth daily operations while driving employee engagement through high-impact events and seamless administrative coordination.

Key Responsibilities

1. EA Support

Manage and maintain calendars, ensuring all meetings are prioritized and scheduled efficiently across various time zones.
Act as a gatekeeper and primary point of contact for the executive, managing information flow and ensuring timely responses to internal and external inquiries.
Coordinate comprehensive domestic and international travel arrangements, including visa
processing, local transportation, and hotel accommodations.
Organize and maintain digital filing systems and documentation for easy retrieval and reference.

2. India Operations & Team Support

Serve as the primary point of contact for the India Communications team on operational matters.
Collaborate closely with Facilities, IT, and HR departments to ensure seamless
onboarding for new hires and maintain a high-quality workplace experience for the entire team.
Manage local vendor relationships and oversee procurement processes for team-specific
software, hardware, or general office supplies.
Provide essential support in budget tracking and expense management for the India operations center, ensuring all financial reporting is accurate and timely.

3. Events & Engagement (SAQC & Beyond)

Lead the end-to-end planning and execution of team events, including Town Halls, All Hands, and the "Special All-Quarter Celebration" (SAQC).
Coordinate all logistics for employee engagement activities, such as catering for special lunches and dinners, venue booking, and AV requirements.
Drive event inclusivity by managing specific logistics for diverse groups (e.g., CSG and core engineering) to ensure maximum participation and a positive employee experience.
Handle all event administration, including managing invitations, tracking RSVPs, and analyzing post-event feedback surveys to improve future initiatives.

Qualifications & Skills

Proven experience as an Executive Assistant or in an Operations/Events support role.
Strong proficiency in Google Workspace and modern collaboration tools.
Excellent written and verbal communication skills with a focus on professional etiquette.
Exceptional organizational skills with the ability to manage multiple priorities in a fast-paced environment.
Ability to handle sensitive information with the utmost confidentiality and discretion.