Executive Assistant & Admin

CIRCOR International, Inc.; Mumbai; On-site; INR 900,000 - 1,800,000; Full time

Job summary

CIRCOR International, Inc. in Mumbai is seeking an experienced Executive Assistant to support the General Manager with day-to-day operations, calendar management, and high-level communications.

You will coordinate leadership meetings, plan strategic events, and protect confidential information. You will create presentations, dashboards for MD-led initiatives, and oversee travel, vendor management, and visitor experiences.

Qualifications

• Proficiency with MS Office suite (Excel, Outlook, Word, and Power Point specifically).
• Professional communication skills.
• Strong organizational skills.
• Must be able to work in a fast-paced environment.

Responsibilities

• Act as a trusted support partner to the General Manager, ensuring smooth day-to-day operations.
• Strategically manage the Executive’s calendar to optimize time utilization, priorities, and business outcomes.
• Coordinate schedules, leadership meetings, and strategic events for the Executive and his team.
• Handle highly sensitive information, documents, and communications with absolute confidentiality and discretion.
• Create, design, and review quality presentations, reports, and leadership communications aligned with business objectives.
• Support the planning and execution of executive-led strategic initiatives and projects by coordinating cross-functional and external stakeholders, managing timelines, dependencies, risks, and deliverables to ensure successful completion.
• Ensure all leadership materials are clear, consistent, and professionally presented.
• Develop and manage dashboards or trackers for MD-led initiatives, travel spend, vendor performance, and key action items.
• Manage end-to-end visitor and guest support, ensuring a seamless and professional experience.
• Coordinate guest agendas, meeting schedules, welcome arrangements, and local transportation (car, hotel, and transfers) in Mumbai.
• Lead vendor management for travel and logistics partners, including contract negotiations, renewals, service agreements, and performance evaluation.
• Continuously review and improve travel, and coordination processes to enhance efficiency and effectiveness.
• Manageday-to-day office operations
• Ordering office supplies and managing inventory
• Submitting Vendor Invoices for clearance, coordinating with vendors, suppliers, and the finance department regarding billing queries.

Skills

Professional communication skills

Strong organizational skills

Ability to work in a fast-paced env.

Time management

Education

Graduation

Associate degree preferred

Tools

MS Office suite

Job description

• Act as a trusted support partner to the General Manager, ensuring smooth day-to-day operations.
• Strategically manage the Executive’s calendar to optimize time utilization, priorities, and business outcomes.
• Coordinate schedules, leadership meetings, and strategic events for the Executive and his team.
• Handle highly sensitive information, documents, and communications with absolute confidentiality and discretion.
• Create, design, and review quality presentations, reports, and leadership communications aligned with business objectives.
• Support the planning and execution of executive-led strategic initiatives and projects by coordinating cross-functional and external stakeholders, managing timelines, dependencies, risks, and deliverables to ensure successful completion.
• Ensure all leadership materials are clear, consistent, and professionally presented.
• Develop and manage dashboards or trackers for MD-led initiatives, travel spend, vendor performance, and key action items.

Principal Activities

• Act as a trusted support partner to the General Manager, ensuring smooth day-to-day operations.
• Strategically manage the Executive’s calendar to optimize time utilization, priorities, and business outcomes.
• Coordinate schedules, leadership meetings, and strategic events for the Executive and his team.
• Handle highly sensitive information, documents, and communications with absolute confidentiality and discretion.
• Create, design, and review quality presentations, reports, and leadership communications aligned with business objectives.
• Support the planning and execution of executive-led strategic initiatives and projects by coordinating cross-functional and external stakeholders, managing timelines, dependencies, risks, and deliverables to ensure successful completion.
• Ensure all leadership materials are clear, consistent, and professionally presented.
• Develop and manage dashboards or trackers for MD-led initiatives, travel spend, vendor performance, and key action items.

EXECUTIVE & STRATEGIC SUPPORT

• Act as a trusted support partner to the General Manager, ensuring smooth day-to-day operations.
• Strategically manage the Executive’s calendar to optimize time utilization, priorities, and business outcomes.
• Coordinate schedules, leadership meetings, and strategic events for the Executive and his team.
• Handle highly sensitive information, documents, and communications with absolute confidentiality and discretion.
• Create, design, and review quality presentations, reports, and leadership communications aligned with business objectives.
• Support the planning and execution of executive-led strategic initiatives and projects by coordinating cross-functional and external stakeholders, managing timelines, dependencies, risks, and deliverables to ensure successful completion.
• Ensure all leadership materials are clear, consistent, and professionally presented.
• Develop and manage dashboards or trackers for MD-led initiatives, travel spend, vendor performance, and key action items.

ADMINISTRATIVE

Visitor & Guest Management

• Manage end-to-end visitor and guest support, ensuring a seamless and professional experience.
• Coordinate guest agendas, meeting schedules, welcome arrangements, and local transportation (car, hotel, and transfers) in Mumbai.

Travel, Logistics & Vendor Management

• Lead vendor management for travel and logistics partners, including contract negotiations, renewals, service agreements, and performance evaluation.
• Continuously review and improve travel, and coordination processes to enhance efficiency and effectiveness.

Others

• Manageday-to-day office operations
• Ordering office supplies and managing inventory
• Submitting Vendor Invoices for clearance, coordinating with vendors, suppliers, and the finance department regarding billing queries.

Not In Scope

• Compliance Required Areas
• Regulatory Responsibilities
• Health and Safety Responsibilities

Requirements

CANDIDATE REQUIREMENTS

Knowledge Skills & Abilities

• Proficiency with MS Office suite (Excel, Outlook, Word, and Power Point specifically)
• Professional communication skills
• Strong organizational skills
• Must be able to work in a fast-paced environment

Education & Experience

• Graduation
• Minimum of 5 years’ experience in an Executive Assistant role supporting Senior Leadership.
• Associate degree preferred