Executive Assistant to Business Lead

Job Description

Key Responsibilities

 Internal Communications & Employee Engagement

• Create and coordinate communications, newsletters, announcements, and employee updates.
• Develop presentations for employee recognition programs, celebrations, leadership communications, and town halls.
• Gather project updates, employee success stories, and practice accomplishments for internal communications.
• Support employee engagement initiatives.

Global Practice Administration

• Maintain and update the Global Practice organizational structure and employee records.
• Coordinate team meetings, leadership meetings, and events.
• Manage conference room bookings and meeting logistics.
• Support onboarding activities and coordination with new employees.
• Maintain departmental records, trackers, and documentation.
• Support department activities as and when requested

Executive & Leadership Support

• Manage calendars, meetings, appointments, and travel arrangements for Global Practice leadership.
• Coordinate domestic and international travel requests, itineraries, and expense reporting.
• Support leadership with meeting scheduling, meeting logistics, and follow-up actions.
• Prepare meeting agendas, Minutes of Meeting (MoM), and track action items to closure.
• Provide administrative support for strategic initiatives and special projects.

Event & Program Coordination

• Plan and coordinate practice events, celebrations, recognition programs, team lunches, and CSR activities.
• Manage logistics for workshops, training events, leadership visits, and employee gatherings.
• Coordinate vendor interactions and support visitor events.
• Assist in budget tracking and procurement activities related to employee programs and events.

Visitor & Leadership Visit Management

• Coordinate domestic and international visitor visits.
• Prepare visit schedules, agendas, meeting invitations, and logistics.
• Arrange workspace readiness, transportation, refreshments, and hospitality support.
• Support leadership visits, project reviews, and client interaction events.

Training & Development Coordination

• Coordinate employee training programs and learning sessions.
• Create and manage training schedules and communications.
• Track training attendance and completion status.
• Work with HR, Learning & Development, and leadership teams to ensure compliance with training requirements.

Safety & Compliance Support

• Support communication and coordination of safety initiatives, training programs, and awareness campaigns.
• Maintain relevant records and trackers related to safety programs.
• Coordinate meetings, certifications, and documentation associated with practice requirements.

Procurement & Operational Support

• Raise and track Purchase Requisitions (PRs) for practice-related activities, employee engagement programs, gifts, training events, and office requirements.
• Coordinate with vendors and internal teams regarding deliveries and services.
• Support departmental budget tracking and expense monitoring activities.

Qualifications

Knowledge, Skills & Competencies

Communication

• Excellent verbal and written communication skills.
• Ability to prepare professional presentations, communications, and reports.
• Strong interpersonal and relationship-management capabilities.

Organization & Coordination

• Exceptional planning, prioritization, and multitasking skills.
• Strong attention to detail and follow-through.
• Ability to manage multiple activities simultaneously while meeting deadlines.

Stakeholder Management

• Ability to interact effectively with senior leadership, employees, vendors, visitors, and support functions.
• Demonstrated professionalism and confidentiality in handling sensitive information.

Technical Skills

• 5-8 years of experience in executive support, administrative coordination, office management, or practice/business operations. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Experience supporting leadership teams in a multinational organization is preferred.
• Advanced PowerPoint presentation development and communication material preparation.
• Proficiency in utilizing Artificial Intelligence (AI) tools such as Microsoft Copilot,or equivalent platforms to improve productivity and business efficiency.
• Experience using collaboration and document management platforms.
• Ability to prepare presentation material and maintain operational trackers.