Executive Admin Support

Hubs; Hyderabad; On-site; INR 900,000 - 1,500,000; Full time

Job summary

Hubs in Hyderabad, India seeks a diligent Executive Assistant / Office Manager to provide high-level support to the Managing Director. You will manage calendars, coordinate domestic and international travel, prepare professional documents, and track action items for timely delivery.

You will also oversee office administration, facilities, vendor relationships, procurement, and workplace services. The role requires strong organizational skills and discretion in handling confidential information.

Qualifications

• Bachelor's degree or equivalent in a related field is required.
• 4–8 years in Executive Assistant, Administration, Office Management, or Operations roles specified.
• Proficiency in Microsoft 365 including Outlook, Word, Excel, PowerPoint, Teams.

Responsibilities

• Manage the Managing Director's calendar, meetings, and travel schedules.
• Prepare presentations, reports, agendas, and professional correspondence.
• Record meeting minutes and governance trackers for follow-through.
• Oversee office administration, facilities, vendor contracts, and procurement.
• Coordinate onboarding/offboarding, seating, access cards, and visitor management.
• Support leadership engagement events, town halls, and business reviews.

Skills

Executive support

Calendar management

Travel coordination

Vendor management

Facilities coordination

Event planning

Stakeholder management

Multinational experience

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft 365

Outlook

Word

Excel

PowerPoint

Teams

Job description

What You'll Do:

Provide Executive Support to the Managing Director

• Manage the Managing Director's calendar, meetings, appointments, and travel schedules.
• Coordinate domestic and international travel arrangements, ensuring seamless planning and execution.
• Prepare presentations, reports, meeting agendas, and professional correspondence.
• Track leadership action items, follow-ups, and key deliverables to ensure timely completion.
• Organise leadership meetings, town halls, business reviews, and other leadership engagements.
• Record meeting minutes and maintain governance trackers to support effective follow-through.
• Handle confidential and sensitive information with the highest level of discretion.
• Act as a key liaison between the Managing Director and internal and external stakeholders.

Manage Office Administration & Workplace Operations

• Oversee day-to-day office administration and operational activities.
• Ensure workplace readiness, facilities management, and a smooth office environment.
• Coordinate housekeeping, security, maintenance, and other workplace services.
• Manage office supplies, equipment, and general workplace requirements.
• Partner with building management and service providers to ensure efficient office operations.
• Identify opportunities to improve administrative processes and workplace efficiency.

Drive Vendor & Facilities Management

• Manage vendor relationships and monitor service delivery and performance.
• Track vendor contracts, renewals, invoices, and purchase orders.
• Support procurement activities and invoice processing.
• Coordinate with vendors and service providers to ensure timely resolution of operational requirements.
• Maintain accurate vendor documentation and support effective cost and service management.

Support Employee Experience & Workplace Services

• Coordinate employee onboarding and offboarding activities from an administrative perspective.
• Manage workstation setup, seating arrangements, access cards, and visitor management.
• Support employee engagement events, wellness initiatives, and workplace activities.
• Coordinate administrative requirements for leadership visits and employee-facing initiatives.
• Ensure employees have the necessary workplace support and facilities to perform effectively.

Coordinate Travel & Events

• Coordinate domestic and international travel arrangements for employees and leadership.
• Manage event logistics, including hospitality, transportation, and venue bookings.
• Support the planning and execution of leadership meetings, town halls, employee events, and business engagements.
• Ensure travel and event arrangements are organised, timely, and aligned with business requirements.

Drive Administration Governance & Reporting

• Maintain accurate administrative records, trackers, and documentation.
• Support budget monitoring, expense tracking, and administrative reporting.
• Track administrative processes and ensure timely completion of relevant activities.
• Support compliance with company policies, procedures, and administrative standards.
• Identify opportunities for process improvement, operational efficiency, and effective resource utilisation.

What It Takes:

Technical

• Bachelor's degree in Business Administration, Commerce, Management, or a related field.
• 4–8 years of experience in Executive Assistant, Administration, Office Management, or Operations roles.
• Strong proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience managing executive calendars, travel arrangements, meetings, presentations, and leadership documentation.
• Experience coordinating office administration, facilities, vendors, procurement, and workplace services.
• Ability to maintain administrative records, governance trackers, reports, and documentation.
• Experience supporting budget monitoring, invoice processing, purchase orders, and vendor contracts.
• Familiarity with employee onboarding, offboarding, workplace coordination, and event management.

Leadership & Collaboration

• Experience supporting senior leaders, Directors, or Managing Directors is preferred.
• Strong communication and interpersonal skills, with the ability to engage professionally with internal and external stakeholders.
• Ability to coordinate effectively with vendors, service providers, building management, and cross-functional teams.
• Strong organisational and time-management skills, with the ability to manage multiple priorities simultaneously.
• Ability to anticipate leadership and workplace requirements and proactively coordinate solutions.
• Strong stakeholder management skills with a focus on responsiveness, professionalism, and relationship building.
• Experience working in multinational, technology, engineering, or high-growth organisations is preferred.