Coordinator, Executive Administrative Support

WSP in India; Dadri; On-site; INR 420,000 - 700,000; Full time

Job summary

WSP India is seeking a Personal Assistant to support senior leaders with calendar and travel management, email handling, and administrative coordination. The role requires meticulous organization, discretion, and strong communication with internal teams and stakeholders.

You will coordinate meetings, arrange travel, manage expenses, and act as the primary contact for approvals on behalf of the leader. An emphasis on confidentiality and proactive problem solving is essential.

Qualifications

• Strong planning and organizational skills.
• Ability to multitask and manage priorities.
• High degree of confidentiality and professionalism.
• Excellent verbal and written communication skills.
• Strong interpersonal and stakeholder management capabilities.
• Problem-solving mindset with attention to detail.
• Proficiency in Microsoft 365 applications (Outlook, Word, Excel, PowerPoint)

Responsibilities

• Calendar & Schedule Management for leaders; manage calendars and appointments.
• Coordinate meetings, rooms, and desk bookings; ensure optimal scheduling and avoid conflicts.
• Email & Communication Management; draft, coordinate, and follow up on communications.
• Administrative Support; provide day-to-day assistance and coordinate ad hoc requests.
• Travel Management; arrange end-to-end business travel, including flights, hotels, visas and local transport.
• Expense Management; prepare and process business expense claims and track reimbursements.

Skills

Strong planning

Organizational skills

Multitasking

Confidentiality

Verbal and written communication

Interpersonal and stakeholder mgmt

Problem solving

Microsoft 365 (Outlook, Word, Excel, P

Tools

Microsoft 365

Job description

Responsibilities

• Calendar & Schedule Management


• Manage leaders' calendars and appointments.


• Coordinate meetings, meeting rooms, and desk bookings.


• Ensure optimal scheduling and avoid conflicts.


• Email & Communication Management


• Manage email communications in line with the leader's preferences.


• Draft, coordinate, and follow up on communications as required.


• Administrative Support


• Provide day-to-day administrative assistance.


• Support ad hoc requests and organizational coordination activities.


• Travel Management


• Arrange end-to-end business travel.


• Coordinate flights, hotels, visas, local transport, and travel itineraries.


• Expense Management


• Prepare and process business expense claims.


• Track reimbursements and ensure compliance with company policies.


• Act as the primary point of contact for approvals on behalf of the leader.


• Liaise with internal teams and stakeholders to ensure timely action.

Core Responsibilities of a Personal Assistant (PA)

• Calendar & Schedule Management


• Manage leaders' calendars and appointments.


• Coordinate meetings, meeting rooms, and desk bookings.


• Ensure optimal scheduling and avoid conflicts.


• Email & Communication Management


• Manage email communications in line with the leader's preferences.


• Draft, coordinate, and follow up on communications as required.


• Administrative Support


• Provide day-to-day administrative assistance.


• Support ad hoc requests and organizational coordination activities.


• Travel Management


• Arrange end-to-end business travel.


• Coordinate flights, hotels, visas, local transport, and travel itineraries.


• Expense Management


• Prepare and process business expense claims.


• Track reimbursements and ensure compliance with company policies.


• Act as the primary point of contact for approvals on behalf of the leader.


• Liaise with internal teams and stakeholders to ensure timely action.

Qualifications

Key Skills Required

• Strong planning and organizational skills.


• Ability to multitask and manage priorities.


• High degree of confidentiality and professionalism.


• Excellent verbal and written communication skills.


• Strong interpersonal and stakeholder management capabilities.


• Problem-solving mindset with attention to detail.


• Proficiency in Microsoft 365 applications (Outlook, Word, Excel, PowerPoint)

BGV:

• Employment with WSP India is subject to the successful completion of a background verification (“BGV”) check conducted by a third-party agency appointed by WSP India.


• Candidates are advised to ensure that all information provided during the recruitment process — including documents uploaded — is accurate and complete, both to WSP India and its BGV partner”.

About Us

WSP is one of the world's leading professional services consulting firms. We are dedicated to our local communities and propelled by international brainpower. We are technical experts and strategic advisors including engineers, technicians, scientists, architects, planners, surveyors and environmental specialists, as well as other design, program and construction management professionals. We design lasting solutions in the Transportation & Infrastructure, Property & Buildings, Earth & Environment, Power & Energy, Resources and Industry sectors, as well as offering strategic advisory services. Our talented people around the globe engineer projects that will help societies grow for lifetimes to come.

With approximately 4,000 talented people across 3 locations (Noida, Bengaluru & Mumbai offices) in India and more than 73,000 globally, in 550 offices across 40 countries, we engineer projects that will help societies grow for lifetimes to come.

At “WSP” we draw on the diverse skills and capabilities of our employees globally to compete for the most exciting and complex projects across the world and bring the same level of expertise to our local communities. We are proud to be an international collective of innovative thinkers who work on the most complex problems. Unified under one strong brand, we use our local expertise, international reach and global scale to prepare our cities and environments for the future, connect communities and help societies thrive in built and natural ecosystems. True to our guiding principles, our business is built on four cornerstones: Our People, Our Clients, Our Operational Excellence and Our Expertise.

www.wsp.com

We are

• Passionate people doing purposeful and sustainable work that helps shape our communities and the future.


• A collaborative team that thrives on challenges and unconventional thinking.


• A network of experts channeling our curiosity into creating solutions for complex issues.

Inspired by diversity, driven by inclusion, we work with passion and purpose.

Working with Us

At WSP, you can access our global scale, contribute to landmark projects and connect with the brightest minds in your field to do the best work of your life. You can embrace your curiosity in a culture that celebrates new ideas and diverse perspectives. You can experience a world of opportunity and the chance to shape a career as unique as you.

Our Hybrid Working Module

With us, you can operate in a flexible, agile, yet structured work environment and follow a Hybrid Work Model.

• Maximize collaboration.


• Maintain product quality and cultural integrity.


• Balance community, collaboration, opportunity, productivity, and efficiency.

Health, Safety and Wellbeing

Our people are our greatest asset, and we prioritize a safe work environment. Health, safety, and wellbeing are integral to our culture, with each of us accountable for fostering a safe workplace through our “Making Health and Safety Personal” initiative. Our Zero Harm Vision drives us to reduce risks through innovative solutions, earning recognition for our global health and safety practices with the prestigious RoSPA Health and Safety Awards for six consecutive years.

Inclusivity and Diversity

WSP India is dedicated to fostering a sustainable and inclusive work environment where our greatest strength - Our People -feel valued, respected, and supported. We ensure an unbiased approach in hiring, promotion, and performance evaluation, regardless of age, gender identity, race, religion, sexual orientation, marital status, physical ability, education, social status, or cultural background.

Imagine a better future for you and a better future for us all.

Join our close-knit community of over 73,300 talented global professionals dedicated to making a positive impact. Together, we can make a difference in communities both near and far.

NOTICE TO THIRD PARTY AGENCIES:

WSP does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to WSP in the absence of a signed Service Agreement where WSP has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of WSP and WSP will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.