Executive Admin Support

Protolabs; Hyderabad; On-site; INR 600,000 - 900,000; Full time

Job summary

Protolabs in Hyderabad, India seeks an Executive – Administration & Executive Support to provide high-level support to the Managing Director and oversee office operations. You will manage calendars, travel, governance tracking, and leadership communications while ensuring a professional, confidential and efficient work environment.

The role covers facilities management, vendor oversight, budgeting support, onboarding, events, and workplace services to enable leadership and teams to perform at

Qualifications

• Bachelor's degree in business-related field is required.
• 4–8 years of experience in Executive Assistant, Administration, Office Management, or Operations.
• Proficiency in Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams).

Responsibilities

• Manage the Managing Director's calendar, meetings and travel arrangements.
• Prepare presentations, reports, meeting agendas, and professional correspondence.
• Record meeting minutes and maintain governance trackers for follow-up.
• Organise leadership meetings, town halls and business reviews.
• Oversee day-to-day office administration and facilities management.
• Manage vendor relationships, contracts, invoices, and procurement.
• Coordinate onboarding, workstation setup, and visitor management.
• Support budgeting, expense tracking and governance reporting.

Skills

Communication skills

Interpersonal skills

Time management

Stakeholder management

Confidentiality

Education

Bachelor's degree in Business Administration/Commerce/Management

Tools

Outlook

Word

Excel

PowerPoint

Teams

Job description

Join the team as our new Executive – Administration & Executive Support – India

You will be responsible for providing comprehensive executive support to the Managing Director while overseeing office administration, workplace operations, vendor management, and employee experience initiatives. As a key partner to the Managing Director and internal stakeholders, you will ensure seamless day-to-day operations, effective leadership coordination, and a well-organised workplace while maintaining the highest standards of professionalism, confidentiality, and operational excellence.

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.

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.